Using the 25Live Scheduling Optimizer
Purpose: The Scheduling Optimizer is a useful and efficient way to schedule your Academic term.
Audience: Academic Schedulers and Functional Administrators
Prior to beginning your academic cycle process, make sure your spaces are attached to a partition and that all your partitions are assigned to the appropriate subject codes.
- The first step in preparing to work on your academic scheduling is to log into your Admin tool and make sure your date constraints are in place.
- The next step is to add the term code you are scheduling as an Event Category. The term code is important because it appends the term batch process to an event category which will be used to create your event search used for both your Optimizer and all your reports.
- Once the term category has been created and your constraints are in place, you can run a term batch from your SIS to 25Live. This process pushes your upcoming term curriculum information you have been building in your SIS (SMS or Campus Solution) over to 25Live. For instructions running a batch: http://ctclinkreferencecenter.ctclink.us/m/65092/l/682722-how-to-export-an-academic-term-from-cs-to-25live.
- Now that course data has been populated in 25live, you want to create your event search to be used in the Optimizer. I think using the Missing Location Assignment Search is the most efficient search to be used since it will process a little faster but other searches can be used. To create your search you want to log into your 25Live User role, click on the Events Tab, then the Advanced Event search tab, then choose your search criteria which will be your Missing Location Assignments and Categories for term code.
- Once your search is created and saved, you now want to log into the Admin tool.
- Once logged into the Admin tool there is one additional step that can be done prior to the Optimizer and that is run the search through the "Back to Back" binding process. This process looks at all the courses still needing a room to see which faculty are teaching back to back so the Optimizer can assign them the same room room and not rooms in different buildings. This is an optional step and only works if you pulling the faculty e-mail from your SIS.
- Once you've accepted the binding results, click done and that will save the results within the search. At this time, you have not done anything concrete. You just added a filter to the search you created.
- The next step is to open the Optimizer which is located within the Admin utility and click to Add a Run.
- When creating an Optimizer run, there are seval settings to consider when building a run. First is determining your searches. You location search should be all your general classrooms. If you are using the Room Use code to generate this search, then it would be your spaces in the 100 series such as 110, 120 and so one. Your Event search can be a Missing Assignment search since these are the courses that still need a room. You could build a run for all your courses using a search built around the term code. If you did this, then you can decide to keep or ignore the Preassignments. This could be a good way to model what your space assingments would look like if you let the Optimizer do all the scheduling. You then add the start and end dates and then the start and end time of day and you are all set. You should leave the Optimization Step Options to the default settings in the beginning until you learn how the tinkering will impact the results.
- Once your run(s) are created, you can click click on the Manage Runs section to process the run. Highlight the run you want to process and click start.
- The next step is to click Run Prepare.
- Once a run has been prepared, it will process all the data and provide a report of issue that may need to be addressed. Typical issues may be there are organizations (subject codes) that have not been assigned to partitions or perhaps warnings that there are courses without enrollment numbers.
- Once the run has been prepared and the errors have been fixed, you can click on the Optimize section and click to Optimize which will start the algorithm.
- The optimized run will create some results. You can process as many runs as you want. These are just models. You can manipulate these results by adjusting some of the settings such as the enrollment adjuster or default enrollment number. In addition, you can manipulate the results by using different searches.
- The last phase to the Optimizer is to assign the results. This does not automaticlly populate your SIS. In fact, the UCP interface won't send any location assignment to 25Live. However, once schools begin using Campus Solutions, you will be able to send this information back to Campus Solutions. However, that is not done in the Optimizer. The results accepted here are assigning the locations within 25live. There is an additional step for sending the results back to Campus Solutions.