1. The first step in using the Optimizer is to import your course data into 25Live from Campus Solutions using the LYNX interface.  

A link is included below.  I want to mention that if you intend to utilize "back-to-back" binding that you would set-that up in LYNX prior to using the Optimizer. This would be an important step if you have a faculty teaching back to back session and they want to remain in the same room. 

Binding these classes in LYNX will force the Optimizer to assign the same room.

How to IMPORT an Academic Term from CS to 25Live using LYNX

2. Now that course data has been populated in 25live, you want to create your searches. The Optimizer requires an "Event" search and "Location" search. Typically with the Optimizer you would use it to assign a location to classes that have not been pre-assigned in Campus Solutions. 

For an event search, I recommend using the "Needs Space" filter that will query classes from Campus Solutions for the term that still need a location.

Go to the Advanced section of the Event Search page and use the "Keyword" criteria option to select your Term Code as the first criteria option and then select the Outstanding vCalendar Tasks "Needs Space" filter as your 2nd criteria option. The results from these two criteria choices should pull classes that still need a location for the specific term you are working with.  

Once you verify the results, you will want to save the search.

3. The next step is to create a "location" search.  The location search should be narrowed down to your general classrooms. All your lab spaces will be omitted from the search because they will be pre-assigned within Campus Solutions. The goal is to try and improve the utilization of your general classroom spaces which is what you typically report on when submitting a proposal for a major capital project.  

The best filters in creating these searches would be to leverage your "location" categories. Ideally when your database was built you used location categories to identity location types. The "category" should be used to determine if the location is a classroom or general use space like a lecture hall, workshop space, seminar room etc. These should be locations that don't contain any specialized equipment and can be used by all event types.

4. The next step is to open the Optimizer tool.  You can find this within the "More" hamburger menu under Go to Tool and X25 Analytics.

5. Select the Optimizer section and click in the blue "Add a Run" tab.

When creating an Optimizer run, there are several settings to configure when building a run.  First is selecting your "Term" Event search and your "Need Space" Location search. Ideally you want to use the Optimizer to place your classes that don't have an assigned location but you can also use the Optimizer to model what your campus would look like using different searches. You could edit your location searches to remove certain buildings to see if your class schedule can be accommodated with fewer rooms. This would allow you to re-purpose other rooms for rental, special events, or provide the ability to shut down buildings and save energy.

The image below discusses the "Preassignments" settings and the "Enrollment Adjuster" setting. 

You can try using the DEFUALT settings the first time using the Optimizer but you certainly change the settings to tweak the Optimizer results. For example, you could run the Optimizer several months before the start of the term using the Expected enrollment and then run again using the Registered enrollment to see how that impacts the placement since those enrollment numbers could be very different.

The Default Enrollment setting is for classes that may not have an expected enrollment or their class enrollment is set at zero. Since this won't register with the Optimizer, it will add a placeholder number in order to place the class into a room.  For the screen shot below the placeholder number is an enrollment of 30.  I would recommend using 20 to start.

The Default Minimum Fill Ratio is an a effective setting used to dramatically change the placement results. The default fill ratio is 10%. This means that 10% of the room needs to be filled for placement.  If you want better utilization then 10% of the class seats, then you can increase that number. Increasing will result in more optimal seat utilization but will also result in less placement and this will mean more classes will need to adjust their class meeting patterns.

For the Extra Finish Minutes, I would leave that at zero since most classes have that already built into their existing start and end times. Adding another ten minutes additional time to what is already built-in would result in less placement.

6. 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 "Run" Icon. Then select the Run Prepare button.

7. Once a run has been prepared, it will process all the data and provide a report of issues that may need to be addressed such as missing subject codes (organizations), partitions not assigned to location or subject codes, or perhaps locations without a capacity.

After the errors have been fixed, you can click on the Optimize section which will start the algorithm. The Optimizer algorithm will provide a display showing placement results. You will be able to see which classes were not placed or impossible to place. These classes may require changes or modifications to their meeting pattern.

8. The last phase to the Optimizer is to Assign the results.  You will have the opportunity to view a report of the Optimizer Run results and will get to pick and choose the results you like. Perhaps you have a threshold of a utilization ratio of 75% and above so you could accept those results and not accept the results below 75%. You could then create 2nd run using a search with the classes still needing a location. 

The results that you Assign using the Optimizer will assign the location in 25Live. In addition, if you create in "Export" extract set in LYNX, then the results will automatically populate the Facility_ID in Campus Solutions.

As you can see, using the Optimizer tool can be a very effective way to quickly do your academic scheduling and improve your utilization.