Print or publish
Optimise student selections
Optimise room usage
Import/export with Clipboard
Import/export with text files
Schedule in bulk mode
Schedule by blocks
Create cycling timetables
Vary room usage
Define resource roles
Add timetable comments
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Tools menu contains miscellaneous commands to help you edit your data in various ways, such as sorting or compacting it, optimising timetables, recreating the coding system, checking for conflicts and removing unnecessary data in bulk. Tools also contains selections for scheduling in four specific ways (Block scheduling, Cycling timetables, Intake scheduling and Selection optimisation).
In this selection you can create timetables automatically and selectively, optimise existing timetables, copy scheduled periods from one week to another week(s) or remove scheduled periods selectively. See Optimise.
In this selection you can clear the periods and bookings, events and resources from all weeks all at once. Use this tool carefully and save your file on disk before using it, since you may accidentally clear more information than you have planned to do. Typically this application is used at the start of a new school year - you might like to clear for instance bookings, comments and events which cannot be applied anymore.
If you have created more than one week in your file, you can also select the week range you want to clear (or all weeks).
When starting a new year, start by storing the current Mimosa file with a new name suitable for the current year. You typically remove all items except "6. Resources", and you might like to consider selecting only some of the events in "5. Events" to be removed.
This selection enables to remove the following items from your Mimosa file:
In selections 1, 2, 3 and 4, you must first select the first and last week for the intended operation, and then the events (selections 2-4) or resources (selection 1):
Before the items are cleared, you must accept the proposed operation:
In selection 10 (Delete selected week range), you can optionally store all deleted weeks to separate Mimosa files, which contain all allocated and scheduled periods on the selected week (or term) plus all resources, events and event resources of the original Mimosa file are saved in this file. The files are stored in the same folder as the current file, and the weekly files are automatically named according to the week date or week name, such as "week-2017-09-04.mfw". Note that you can store each week separately on disk also by using the selection File|Extract week.
If you answer [Yes] to the above question, the contents of the weeks which are shifted to the left from the grid are stored into separate Mimosa files.
If you have many weeks and you do not have enough options to add resources to events, consider to clear contents of the timetables in previous weeks which are not needed anymore, such as "1. Bookings from timetables" and/or "2. Scheduled periods". This gives more options to construct events for upcoming weeks since the previous weeks do not restrict resource selections.
If the Resources view is activated, you can sort all resources in ascending or descending order according to the following criteria:
You can also sort resources by clicking on the title row of the resource list. To change the sorting order, click twice.
You can sort events by clicking on the title row of the event list. To change the sorting order, click twice.
If you select this option, you first sort the resources or events by their category and then by the selected sorting criteria. The default sorting method is sorting first by categories.
It is typical to set this option on when the Resources view is active, since groups classes, teachers, rooms and so on.
Select here the sorting mode you would like to use in menu selections Sort resources, Sort events and Sort event resources. The sorting mode is ascending by default. When you would like to view events or resources according to their codes or names, it is natural to sort them in ascending order. When the events or resources are viewed according to their assumed complexity - according to PLANNED, ALLOCATED, SCHEDULED or LINKS - it is often useful to have them sorted in descending order so that the most relevant codes are moved to the top of the list.
If this selection is checked (by default), the application always automatically sorts resources and events according to their CODE field immediately after a new item is added to the list or when several files are merged into one file.
If this option is selected, sorting of events and resources is disabled and prevents users from accidentally sorting codes in wrong order, but moving codes up and down is permitted.
This selection sorts the events by their resources lists, first according to their category number and then code. Note that you can define the order of the resources of each event when resources are attached to events. The same order is used, when timetables and other reports are printed or published.
In this selection you can lock or unlock several events at once, to prevent changing their periods accidentally in Weeks and Timetables views. When an event is locked, none of its periods cannot be changed before the event is again unlocked. You can lock and unlock individual events in these views also by typing [Ctrl+U].
Additional rules to lock and unlock events (two last selections):
In this selection you can associate individual scheduled periods (slots) of events with separate rooms (because of limited room capacity). See section Select rooms manually for details and conditions when this option is available.
If you are not satisfied with the coding system you first set up, or you like to make changes to several codes at once, there exists a very simple way to correct the problem. You need to create two columns of old and new codes with your spreadsheet application and let Mimosa perform the replacements automatically. Note that it is often easier make systematic changes in code lists with a spreadsheet application than manually.
Follow these steps:
Select this command to copy all resource and event codes to the Clipboard in one column. After copying, paste them to your spreadsheet application:
The selection above always copies the entire list of resources and events to the Clipboard in one column (here in column "A"). Next you enter the new codes to the next column (here in column "B") that you are about to replace the old codes with. You may then obtain the following code conversion table:
In this example, Form-A is going to be replaced with FormA, Form-B with FormB, Form-C with FormC, BRIGHT with BRIGTHER and so on. If the new code cell on the second column is empty, or the code is the same as in the first column, or the code already exists, no conversion is made for this code. To run this conversion, select Paste new codes from the Clipboard.
Select the area in the spreadsheet application which contains two columns and copy this are to the Clipboard in this application. Invoke Mimosa, select this command (Paste new codes from the Clipboard) to replace current codes with the new codes.
Conversion rules: the current code is NOT replaced, if the new code in the second column a) is already in the current code list, b) is the same as the current code or c) is empty.
Select the area in the spreadsheet application which contains in its cells the codes you want to remove from your current Mimosa file and copy this area to the Clipboard. In Mimosa, select this command (Delete codes from the Clipboard) to remove the codes from your current Mimosa file. The selected area can be a rectangle of any shape in the spreadsheet application, and the cells containing other content than existing Mimosa codes are omitted.
With these commands you can easily modify the event resources according to the rule table you paste from the Clipboard.
This command enables to replace resource codes by a set of (one or more) resource codes in events. This feature is useful when you are going to change your timetables from group-based to personalised timetables or if you notice that your resources definitions need to changed throughout.
You can first build the events using the groups, even if the groups do not in all events represent their students in all instances. After you have replaced the groups with their lists of students you can later on fine-tune the events by changing the lists of students in them. This way you can construct personalised timetables starting first with groups which are easier to manage.
After you have added the students to the file, you have to create a conversion table with your spreadsheet application. This table tells Mimosa how to replace each resource. The first column in the conversion table is the resource code that is going to be replaced with the subsequent codes on the same row in all events where this code appears. Note that all resource codes in this table must already exist in resource list. If the cell is empty or it contains a code that does not exist or the same code twice, it is omitted.
You must first add all needed resources to Mimosa and create the conversion mapping table with your spreadsheet application and copy it on the Clipboard.
Suppose that you like to replace groups with the students in your Mimosa file. You have already entered your groups and attached them to events. You have entered also the list of students, but you have not attached them to events.
For instance, the table below in this example shows how the group Group_01A should be replaced with the students on the same row: Group_01A is replaced with [May, Pratt, Cummings, McCall, Gaines, Chambers] in all events where they appear. Similarly, the group Group_02B is replaced with the students on the same row ([Tanner, Goodman, Foley, Pitts, Bowen, Larson]) and so on. After the substitution on all rows is completed, these groups do not anymore belong to any event, but they are replaced with the lists of students. If the event contains more groups, they are all replaced with their lists of students.
After the replacement is made, all events which contain a matching resource code in the first column of the conversion table, are replaced with the subsequent resources on the same row:
Note that all resources cannot always be replaced, if the intended replacement would cause a conflict in timetables.
The steps are the following:
This selection works in the reverse order as the Paste one to many from the Clipboard above. If a resource (except the one on the first column) is found in an event, it is replaced with the resource on the first column on the same row. Note that this replacement is made only once on each row, so that duplicate entries of the same resource are not created in the same event. Mimosa takes care that no conflicts can occur during the replacement.
If you use the table below for replacement, May, Pratt, Cummings, McCall, Gaines, Chambers are replaced with Group_01A. In this way you can create group-based timetables from personalised timetables.
These commands perform event selection of students according to their subjects and removes previous selections. The selection can be used in similar manner for other resource categories and the selection table is pasted from the Clipboard, with the following format:
The first column contains the subject code, and the following cells in the same row contain the codes of the students that are going to select the particular subject.
All codes in this table must exist in the list of events or resources.
Note that you cannot refer to events directly, since all event (and resource) codes are unique. If you have several events of English, say English1, English2, English3, which are all available to same students, you express this by first creating a Subject in Resources view with a code Eng (or equivalent) and then add this resource to all events that are associated with it.
These selections have the same functionality as Edit|Paste from the Clipboard|3 Add to event resources and Edit|Paste from the Clipboard|4 Remove from event resources in Events view.
This tool scans all rows in the selection matrix, and within each row, it searches for all events having this code in their list of resources. It then adds the students on this row to one of these events, if they do not initially exist in the list. Each student is added only once, if that can be done without causing conflicts. The addition is performed according to increasing order of event resource list sizes. Events with less number of resources are scanned first in order to keep the sizes of the resource lists balanced.
For instance, if an event has the subject PLANRE in its list resources, then the students Bullock_L, Hoffman_V,... are in turn attempted to add to that event and so on.
This command clears all selections from event resources according to the selection matrix.
If addable or removable resources are found, the following information is displayed.
Replacing a resource in several events can be applied before and after scheduling. Only replacements which do not create conflicts are permissible, and if you want to replace resources on specific periods only, use then the Edit|Split event tool in Events view.
Select first the resource you want to replace from the list below. The list of resources also displays the numbers of events where the resource is used. If a resource has not been attached to any events, it is not shown in this list. In the example below, you have selected to replace the teacher "BUTLER".
Next you can select the resource you want to replace with the initially selected resource. The list now displays the numbers of events where the replacements can be done and the number of maximum events. When the replacement is done after scehduling, the last number is typically higher. In most cases the resources you select for replacement belong to the same category, but Mimosa also allows you to override this assumption. In the example below, you have selected to replace "BUTLER" with "LESTER", indicating that there are 4 events (out of 6) where the replacement can be done.
Finally you can view and select the events where the replacement is applied.
After accepting the replacements by pressing [OK], you will see the number of events where the replacement is applied.
In this selection you can replace a string in the names and/or codes of resources and/or events. First enter the string to be replaced:
Mimosa then locates the string in the codes and names of all resources and events and displays the numbers of occurences. You can check all those locations (Resource codes, Resource names, Events codes, Event names) where you are about to make the replacement. Initially Mimosa checks only those locations where it finds the searched string.
Next enter the new string which is about to replace the old string:
Finally you are prompted to accept the replacement:
At the end of the process you will see the number of replacements:
Example: Replace the string "Basics of" with "First course in" in all event names.
In this selection you can change the case of the names and/or codes of resources and/or events. First check the locations where you allow this:
Next select the case you want to select from the alternatives below:
Last you have to accept the proposed case changes:
The number case changes is displayded below:
Example: Change all event names to upper case.
You can perform the same and even more complicated tasks as in Replace tools also with the help of the Clipboard, by using the selections in Resources and/or Events view.
In Resources view, use the commands below to copy the codes and names to the Clipboard and then then paste after changes back to Mimosa:
1) Edit|Copy to the Clipboard|2 Codes, names and categories copies the contents to the Clipboard.
2) Edit|Paste from the Clipboard pastes the contents to Mimosa.
In Events view, use the commands below to copy the codes and names to the Clipboard and then then paste after changes back to Mimosa:
1) Edit|Copy to the Clipboard|2 Codes, names, categories and PLANNED periods copies the contents to the Clipboard.
2) Edit|Paste from the Clipboard|1 Codes, names, categories and PLANNED periods pastes the contents to Mimosa.
If you are going to change the codes of resources or events instead of their names with the help of the Clipboard, use the selection Tools|Code conversion.
We call cycling timetables here a special setting where the users want to create timetables for a number of days (n) that is not a multiple of the number of days in a school week. See the Cycling timetables section for details.
Intake scheduling permits to use the same schedule or allocation of periods all over again. For instance, in some schools students arrive regularly several times in a year and the same periods are given each time, but for different classes. See details in Intake scheduling.
Selection optimisation enables users to create an 1) Initial solution by adding resources to events by a selection matrix copied to the Clipboard or 2) to let the Mimosa swap resources (such as students) from one event to another event in order to improve the timetables (by minimising the total number of gaps). Selection optimisation does not change the timetables. Go to page Selection optimisation for more details.
Opens the Collection editor so you can easily add events to resources or resources to events even after some events have already scheduled. The editor identifies all additions that can be made without violating the feasibility of the timetables. You can examine the possibilities either by selecting an event to find available resources or by selecting a resource to find available events. You can also find out why scheduling events in some slots is not possible. See section Modify collections for further information.
Opens the Timetable browser for instant access to all timetables of events and resources from anywhere in the application. The browser provides a simpler interface for viewing timetables than the Timetables view where the timetables are normally created and maintained. You can also change, copy and paste bookings and timetable patterns and view and add Comments to timetables. See section Show timetables for further information.
In this option all timetables are cross-checked and all those slots in timetables which create conflicts are removed. Mimosa prevents conflicts in timetables in advance and they should NOT exist unless the user has changed the structures of some of the lists of resources with special tricks. User is always warned, if they are going to be used.
The conflicts are then checked and, if they exist, are removed by using the minimum number of the scheduled periods required. You can also specify the week from which to start checking and fixing. If conflicts are found they are copied to the Clipboard for viewing.
Conflicts may sometimes even be useful if the user has a week-based timetable system. The possibilities to schedule periods from a certain week on can be increased if some of the resources of the events - typically the rooms - are changed so that they are allowed to cause conflicts only in the previous weeks (past), but not from the selected week on.
You can use this option in the Edit|Optimise room usage selection of the Events window.
In the following selections you can select how to manage with conflicts - you can either Count and remove them or Only count them:
This selection checks for conflicts from all weeks (complete check)
Checks all weeks starting from the selected week on and ending with the last used week.
In Mimosa you can avoid scheduling events too closely together if teachers, students or other resources would need to travel (or be moved) between campuses to attend all the events scheduled on the same day by checking for campus collisions. You can define as many campuses as you need and assign your rooms to the appropriate campus by adding tags to the room names. In each room name enter the character "@" followed by the campus name you want to use. You can only apply campus names to resources which are rooms (belonging to the Category for rooms as selected in Options|Timetables). Campus names can be enclosed in "(...)" or any other Hidden text separators that make them invisible in reports (see Options|Other). You can find more information about using tags in Mimosa in the Concepts and tools help section. Note that if you have defined events with two or more rooms their campuses are not included in the collision checking.
For example, the room name "Chemistry Laboratory" becomes "Chemistry Laboratory @Main_Building" or "@Main_Building Chemistry Laboratory" or "Chemistry Laboratory (@Main_Building)" if you use ( and ) as Hidden text separators and you do not want to display the campus name in your timetables.
When you start checking for campus collisions all defined campuses with counts of their scheduled periods are shown:
If you have not defined any campuses you will see the following notification and clicking [OK] will terminate the check:
After you have acknowledged the current campus definitions you are asked to select the resource categories you want to check for campus collisions. Note that you cannot select the category of rooms. Typically you would select groups, students or teachers in a school environment. If you have selected groups, for example, all group timetables are analysed to see if any group has events scheduled on the same day in different campuses.
If your file contains several weeks you next select the range of weeks in which to search for campus collisions.
The detected campus collisions are displayed in a list, each collision being identified by date and resource. Each line displays the colliding events and their rooms, identified by their codes:
[Date] [Resource] [Event1] [Room1] < > [Event2] [Room2]
Since there is a collision, the rooms must have been tagged as being in different campuses.
In the example above, the timetable of group Form-A has events PRI824 (Principles of Mathematics) and ENG226 (Engineering II) scheduled on the same day (21/08/2013). These events take place in rooms O-R309 (@Old_campus) and N-R304 (@New_campus) respectively, hence the collision.
Note that if scheduling an event to certain days would cause a campus collision, these days are marked in red colour in the active timetable in Timetables view. In the example below, moving the event PRI824 from Wednesday to any other day than Friday would cause a campus collision. To help identify potential campus collisions and other restrictions at other times it is good practice to take tags definitions into account when defining the codes you use for rooms, events and other resources. For example, the "Room 1234" in "@New_campus" with 30 seats could be given the code N_1234_030 to ensure the restrictions are visible in all views where only codes are shown.