Data Entry

Enter class scheduling data, either imported from TPlus E-Campus or keyed in manually.

6.1 Import from E-Campus

Users may import a database directly from TPlus E-Campus using the shortcut provided under the E-Campus tab, at E-Campus > Import Database.

E-Campus
Figure 6.1.1: E-Campus Import Database

This is the option that user will be display after user attempting to import database. User can choose which data does they need from the Student Information System.

Import Database from Student Information System
Figure 6.1.2: Import Database from Student Information System

6.2 Manual Entry

The manual Data Entry feature enables users to create classes, subgroups and sections by linking a semester to its associated courses, lecturers and rooms. Optional arrangements may also be configured during this process, including merging, same time classes and team teaching.

6.2.1 Tree Structure

This is tree structure, it consists of Parent-Child connection. Figure below shows the example of the template folder.

Tree Structure Template
Figure 6.2.1.1: Tree Structure Template
Tree Structure Example
Figure 6.2.1.2: Tree Structure Example

6.2.2 Section Properties

User need to enter all the information that is required in order to register a class in the system. Every functionalities will be explained further.

Section Properties
Figure 6.2.2.1: Section Properties

Course List: List of courses from course database with find shortcut for easier navigation.

Course List
Figure 6.2.2.2: Course List

Course Code: Unique code attached with course name to avoid redundancy.

Course Code
Figure 6.2.2.3: Course Code

Category: Type of subject (e.g Core, Compulsory, Elective).

Category
Figure 6.2.2.4: Category

Category Management: User will be able to edit or delete Category on Category Management. User also able to Import directly from E-Campus platform or add new one through the software.

Category Management
Figure 6.2.2.5: Category Management
Function Description
List of category available Shows every category currently defined.
Input name for new category Type the name of the category to be added.
Add Adds the new category.
Edit Edits the selected category.
Delete Deletes the selected category.
Delete All Deletes all categories.
Import E-Campus Imports the categories from E-Campus.
Close Closes Category Management.

Table 6.1: Category Management Functions

Course Name: Name of courses attached with unique course code.

Course Name
Figure 6.2.2.6: Course Name

Subgroup: Group name according to how many group with same class.

Subgroup
Figure 6.2.2.7: Subgroup

Batch Group: Group of students assigned to the class.

Batch Group
Figure 6.2.2.8: Batch Group

Batch Group Management: User will be able to Select/Unselect batch group that is associated with the course. User also able to create new Batch Group on Batch Group Management and have option to select it for the course or not.

Batch Group Management
Figure 6.2.2.9: Batch Group Management
Function Description
Available batches List of available batch groups.
Selected batches List of selected batch groups.
> Moves one batch group into Selected batches.
>> Moves all batch groups into Selected batches.
< Moves one batch group back into Available batches.
<< Moves all batch groups back into Available batches.
Add New Batch and Include It Adds a new batch into the list and selects it.
Add New Batch but don’t Include It Adds a new batch into the list without selecting it.
Ok / Cancel Confirms or discards the selection.

Table 6.2: Select Batch Group Functions

Class Type: Type of class (e.g Lecture, Tutorial).

Class Type
Figure 6.2.2.10: Class Type

Class Type Management: User will be able to edit or delete Class Type on Class Type Management. User able to import the list from TDAT (timetable) file or import directly from E-Campus platform. User also able to export the database as CSV file.

Class Type Management
Figure 6.2.2.11: Class Type Management
Function Description
List of class type available Shows every class type currently defined.
Input name for new class type Type the name of the class type to be added.
Add Adds the new class type.
Edit Edits the selected class type.
Delete Deletes the selected class type.
Delete All Deletes all class types.
Export Exports the class types as a CSV file.
Import Imports the class types from a TDAT file.
Import E-Campus Imports the class types from E-Campus.
Close Closes Class Type Management.

Table 6.3: Class Type Management Functions

Lecturer Role: Identification of tutor classification (e.g Lecturer, Lab Assistant).

Lecturer Role
Figure 6.2.2.12: Lecturer Role

Lecturer Role Management: User will be able to edit or delete Lecturer Role on Lecturer Role Management. User also able to Import directly from E-Campus platform or add new one through the software.

Lecturer Role Management
Figure 6.2.2.13: Lecturer Role Management
Function Description
List of Lecturer Role available Shows every lecturer role currently defined.
Input name for new Lecturer Role Type the name of the lecturer role to be added.
Add Adds the new lecturer role.
Edit Edits the selected lecturer role.
Delete Deletes the selected lecturer role.
Delete All Deletes all lecturer roles.
Import E-Campus Imports the lecturer roles from E-Campus.
Close Closes Lecturer Role Management.

Table 6.4: Lecturer Role Management Functions

Section Name: Combination of Course Code, Course Name, Subgroup, Class Type, Class Number and Lecturer Name.

Section Name
Figure 6.2.2.14: Section Name

Class Capacity: Number of student for the class.

Class Capacity
Figure 6.2.2.15: Class Capacity

Class Number: Number of class in same subgroup.

Class Number
Figure 6.2.2.16: Class Number

Lecturer Number: Number for the assigned lecturer of the course.

Lecturer Number
Figure 6.2.2.17: Lecturer Number

Class Duration: Time for the class, able to set the hours and minutes. The duration is entered as two separate values, Hour and Minute, each with its own spinner. Both start at 0, so a class lasting one and a half hours is entered as Hour 1 and Minute 30.

Class Duration
Figure 6.2.2.18: Class Duration

Workload Weight: Number of hours assigned to lecturers.

Workload Weight
Figure 6.2.2.19: Workload Weight

Room Type: Type of room assigned according to class type (e.g Studio, Lab).

Room Type
Figure 6.2.2.20: Room Type

Specific Room: Assign class to specific room (e.g Studio 1, Tutorial 4).

Specific Room
Figure 6.2.2.21: Specific Room

Specific Room Management: User will be able to Select/Unselect Room that is associated with the course.

Specific Room Management
Figure 6.2.2.22: Specific Room Management
Function Description
Available rooms List of available rooms.
Selected rooms List of selected rooms.
> Moves one room into Selected rooms.
>> Moves all rooms into Selected rooms.
< Moves one room back into Available rooms.
<< Moves all rooms back into Available rooms.
Ok / Cancel Confirms or discards the selection.

Table 6.5: Select Specific Room Functions

Room Group: Same type of room grouped together.

Room Group
Figure 6.2.2.23: Room Group

Room Group Management: User will be able to Select/Unselect specific Room Group that is associated with the course.

Room Group Management
Figure 6.2.2.24: Room Group Management
Function Description
Available Groups List of available room groups.
Selected Groups List of selected room groups.
> Moves one group into Selected Groups.
>> Moves all groups into Selected Groups.
< Moves one group back into Available Groups.
<< Moves all groups back into Available Groups.
Ok / Cancel Confirms or discards the selection.

Table 6.6: Select Room Group Functions

Alias: Extra note displayed on timetable upon generation.

Alias
Figure 6.2.2.25: Alias

Merge Group: Group that merge few courses together that going at same time and same room.

Merge Group
Figure 6.2.2.26: Merge Group

Same Time Group: Group that merge few courses together that going at same time but different room.

Same Time Group
Figure 6.2.2.27: Same Time Group

Priority: Set priority for auto generation function.

Priority
Figure 6.2.2.28: Priority

Campus: Campus of the class being going on.

Campus
Figure 6.2.2.29: Campus

Lecturer List: Lecturer list fetch from lecturer management database and find shortcut for easier navigation.

Lecturer List
Figure 6.2.2.30: Lecturer List

6.2.3 Merge Class

Merging combines two or more subgroups into a single shared timetable slot. The merged subgroups are scheduled together, occupying the same time slot and the same room.

Note: The combined enrolment of a merge group must fit the room it is assigned to. Check the totals in Pre-Generate Analysis → Merges List before generating, as a merge that exceeds its room cannot be placed.

To create a Merge Group, there are 3 simple steps to do so.

Step 1: Create a new Merge Group through Section Properties.

Add Merge Group
Figure 6.2.3.1: Add Merge Group

Step 2: Enter the name of the Merge Group.

Create Merge Group
Figure 6.2.3.2: Create Merge Group

Step 3: For this example, we do MG01 for Merging Lecture group and MG02 Merging Tutorial group. The newly created will be display in Merge Group in Section Properties.

Created Merge Group
Figure 6.2.3.3: Created Merge Group

This is the test file we'll be using for MG01 – Merging Lecture Group and MG02 – Merging Tutorial Group.

Merge Group Tree Structure
Figure 6.2.3.4: Merge Group Tree Structure

You can see the Merge records created on Data > Merge List.

Merge List
Figure 6.2.3.5: Merge List

The same records also appear on Grouping > Merge Groups.

Merge Groups
Figure 6.2.3.6: Merge Groups

6.2.4 Same Time Class

A same time class arrangement schedules two or more different subjects or subgroups to run at precisely the same time slot, but in separate venues. Unlike merging, students do not attend a single combined session; they are instead divided into separate classes, each attending their own course in its respective venue.

To create a Same Time Group, there are 3 simple steps to do so.

Step 1: Create a new Same Time Group through Section Properties.

Add Same Time Group
Figure 6.2.4.1: Add Same Time Group

Step 2: Enter the name of the Same Time Group.

Create Same Time Group
Figure 6.2.4.2: Create Same Time Group

Step 3: For this example, we do ST01 for Same Time Lecture group and ST02 Same Time Tutorial group. The newly created Same Time Group will be display in Same Time Group in Section Properties.

Created Same Time Group
Figure 6.2.4.3: Created Same Time Group

This is the test file we'll be using for ST01 – Same Time Lecture Group and ST02 – Same Time Tutorial Group.

Same Time Group Tree Structure
Figure 6.2.4.4: Same Time Group Tree Structure

You can see the Same Time records created on Data > Same Time List.

Same Time List
Figure 6.2.4.5: Same Time List

The same records also appear on Grouping > Same Time Groups.

Same Time Groups
Figure 6.2.4.6: Same Time Groups

6.2.5 Team Teaching

Team teaching assigns two or more lecturers to the same subgroup class, with each lecturer conducting the class alternately rather than concurrently. The lecturers are linked through a shared team teaching code, which allows the system to recognise their assignments as a single class rather than as separate sessions.

This template of tree structure is specifically for Team Teaching.

Team Teaching Tree Structure
Figure 6.2.5.1: Team Teaching Tree Structure

To effectively apply Team Teaching Constraint, User need to set Same Time Slot and Same Room constraint. This shortcut is provided through double click on Team Teaching Folder which consists of all the sections under the same Team Teaching Constraint (e.g TT01).

Team Teaching Constraints
Figure 6.2.5.2: Team Teaching Constraints