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CELCAT Room Booking Training Workshop

CELCAT Room Booking Training Workshop. Agenda. Setting up Key concepts Creating an event BREAK Adviser Clash checking Printing Questions. Setting Up. Connect to the server Log in / Change Password Set Options. Log on. Celcat6_Training Username - trainXX Password - trainXX.

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CELCAT Room Booking Training Workshop

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  1. CELCAT Room Booking Training Workshop Central Timetabling Support Unit

  2. Agenda • Setting up • Key concepts • Creating an event • BREAK • Adviser • Clash checking • Printing • Questions Central Timetabling Support Unit

  3. Central Timetabling Support Unit

  4. Setting Up • Connect to the server • Log in / Change Password • Set Options Central Timetabling Support Unit

  5. Log on • Celcat6_Training • Username - trainXX • Password - trainXX Central Timetabling Support Unit

  6. Key Concepts - Resources Seven components which, together with time and date, make an event • Modules • Rooms • Students • Groups • Equipment • Staff • Teams Central Timetabling Support Unit

  7. Key Concepts - Classifications Seven groupings used to categorise events and resources • Course • Departments • Event Categories • Faculties • Fixtures • Layouts • Sites Central Timetabling Support Unit

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

  9. Modules Staff Rooms Teams Students Groups Equipment Departments Departments Courses Faculties EVENTS Departments Departments Departments Fixtures EventCategories Layouts Sites Departments Departments Departments Central Timetabling Support Unit

  10. Tool bar Navigation Browse / Add / Delete Open Resources Print / Print window Edit / Accept / Cancel Statusbar Desktop Central Timetabling Support Unit

  11. Filtering and Browsing Central Timetabling Support Unit

  12. Records Central Timetabling Support Unit

  13. Save / Load Weeks Viewing Weeks Central Timetabling Support Unit

  14. Calendar Central Timetabling Support Unit

  15. Creating an event Central Timetabling Support Unit

  16. Exercise 1 • Exercise 1.1 - creating an event • Exercise 1.2 - modifying an event Central Timetabling Support Unit

  17. Resource records • CTSU create records for: • Rooms • Staff • Students • Users create records for: • Modules • Groups • Teams • Equipment Central Timetabling Support Unit

  18. Exercise 2 & 3 • Exercise 2.1 - adding resources • Exercise 3.1 - adviser Central Timetabling Support Unit

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

  20. Clash advisor Central Timetabling Support Unit

  21. Exercise 4 • Exercise 4.1 - clash checking Central Timetabling Support Unit

  22. Usage chart Central Timetabling Support Unit

  23. Exercise 5 • Exercise 5.1 - usage chart Central Timetabling Support Unit

  24. Printing - setup Select weeks, days, and times to print Select the grid orientation Create headers and footers Select font options Choose information to appear in the grid Set further options Central Timetabling Support Unit

  25. Exercise 6 • Exercise 6.1 - grid print • Exercise 6.2 - list print Central Timetabling Support Unit

  26. Web Publishing Web Publishing Example Central Timetabling Support Unit

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

  28. 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/centraltimetabling Central Timetabling Support Unit

  29. 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 Central Timetabling Support Unit

  30. 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 Central Timetabling Support Unit

  31. Any questions? Central Timetabling Support Unit

  32. Contacts Email: ctsu@imperial.ac.uk Web: Centraltimetabling Central Timetabling Support Unit

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