Intake scheduling

Intake scheduling allows you to use the same schedule repeatedly. For instance, when the same courses are offered several times in the same daily or weekly patterns with the same teachers in the same rooms but varying a) students or b) groups on each new student intake. Each intake adds new students (or student groups) to the system, though those of the previous intakes often continue attending other events, if the intakes overlap. In Mimosa, you can automatically create schedules and all other data of all intakes based on one intake. This tools takes advantage of the similar structure of all intakes.

You can use the specifically designed tool Intake scheduling to manage intakes, but you can also merge the separately created intake files to achieve the same result. Whatever the approach you select, it is important that the base intake or reference intake is as complete and accurate as possible. For the other intakes, it is necessary just to change the codes of events and resources of the group of student category, plus the timing of the schedules. All these operations can be performed automatically and save a lot of time.

The maximum number of the intakes that can be created from one file is 26, but the number of available resource and event codes (8191) can restrict this number.

How the Intake scheduling tool works?

  • It uses your current Mimosa file which represents all the data of one intake.
  • It duplicates needed entries for of all events and selected resources (typically groups or students) for each intake.
  • It creates Mimosa files for each intake.
  • It merges the intake files and removes possible conflicts.
  • The resulting file contains the information of all intakes and you can process it further if needed.

Using the Intake scheduling tool step by step

Open a Mimosa file which contains all needed resources, events, allocations, schedules and all other content for one intake. This file does not need to be complete, but since it is used as a basis for all other intakes which are automatically created from this file, it is a good practice to finalise it as much as possible.

Select Tools|Intake scheduling. The first used weeks are counted from this file and this number is used in all created intakes. You are then asked to confirm starting this process.

Next you have to select the resources which will change by each intake. In case of schools with new groups on each intake, select this and with schools with new students on each intake, select students. For each resource of the selected type, new entries are created for each intake.

Mimosa also creates new entries for each event and intake. Since the codes of the new events and resources must be unique, but otherwise the contents of the new entires must be similar to the original entires, user can select to use either prefix or postfix, and number or letter for the generated codes.

For instance, if the original event code is English, its will be duplicated as English~1, English~2,... on the first and second intakes, if you would have selected "postfix" and "number", but it would be duplicated as a~English, b~English,... on the first and second intakes, if you had selected "prefix" and "letter". Note that the character "~" used as the separator in the codes can be automatically replaced afterwards with the help of the selection Tools|Replace tools|Replace string.

The number of event codes can be obtained by multiplying original events by the number of intakes just like the resource codes of the selected category.

The same rename pattern is used for resource codes and file names, and if the code is used as a sorting criteria, events and resources are sorted first by the intake number and then by code, if "prefix" has been selected.

The next step is to select the starting weeks of the intakes. Unless holidays or similar reasons do not add restrictions, it is most common that intakes start on constant intervals. This is not necessary, and intakes can also overlap. The number of the intakes is limited by the code space Mimosa provides.

For each intake, a Mimosa file is automatically created, and they are also converted to text format files (.mxt), enabling to merge all intake files together.

As a final step, you can select to erase the intake files that were needed to create during the merge process.

As a result, or intake files are merged into one file, containing all intakes. Mimosa automatically removes all conflicts from the resulting file, which are caused by the possible overlapping intake weeks. If the prefix is used instaed of postfix in codes, events always remain sorted first by the intake number.

After the files are merged into one file, the number of events is multiplied by the number of intakes, whereas in resources only the items of the selected resource type are multiplied with this number.

You can manage timetables in Mimosa with the help of 10 alternative scheduling tools. Select from this link the most appropriate and effective tool for your scheduling requirements.