Weeks view

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Resources view | Events view | Weeks view | Timetables view

In Weeks view you can allocate the periods you have planned for your events to the different weeks or terms of your schedule. If you only have one week in your schedule all periods will be allocated automatically to that week and you can go directly to the Timetables view to schedule your events. Weeks view enables to reuse the same events over again on different weeks, without the need to enter a new event.

You can define the number of weeks in your schedule in Options|Limits and give them names and align them with the calendar in Options|Time. Alternatively you can add weeks directly in the view by clicking in an empty column and you can rename your weeks by clicking on the column headers.

In this view you can also:

  • Check that the weekly allocations for events and resources are balanced and aligned with your plans
  • Copy selected content from one week to another
  • Block out events from being allocated (and also scheduled) to certain weeks
  • Lock events so you can't change the allocations or scheduling inadvertently
  • Insert, delete and split weeks or change their lengths
  • Copy allocations to and from the Clipboard

For instance, an event has total number of 15 periods, and they must be allocated to three weeks as follows: 5 + 4 + 6 (= 15). Allocating the periods of events to weeks and reuse them several times is the task in Weeks view.

Recommended prerequisites:

If you have only one term or week, this view is not needed (since all periods are automatically allocated to the only term or week). In that case, set the Maximum number of weeks or terms to one in Options|Limits. Activate then Timetables view and start scheduling.

When you increase the number of maximum weeks (for instance to 5), you can reuse the same events and allocate their periods on several weeks.

To fill the grid with weekly periods, you can enter their values directly in the cells of this grid, but if you think there are enough similarities across weeks, you can also use the menu selections Edit|Copy week and Edit|Paste week to copy the periods of selected events from one column to another column and edit them afterwards.

When you [Double-click] the grid, the sums of the periods by resources become visible. This enables you to change allocate the periods of events to weeks, but in the same time keep track of the weekly load of resources.

What are the weeks in Mimosa?

Weeks in Mimosa are either real calendar weeks or terms. You can select your case from the samples below. Use the selection Weeks or terms in Options|Limits to change the number of columns in this view and Options|Time to synchronise them with calendar.

1) One week or term - in this case Weeks view is not needed, since all periods of events are automatically allocated to the first week, and their value is equal to the number entered in PLANNED field, which in turn is always equal to ALLOCATED.

2) Two or more terms - this corresponds the terms in a school year, which varies from two to ten or more. The lengths of the terms are approximately the same. The sum of the allocated periods on each row is equal to the number in ALLOCATED column, which is always less or equal to PLANNED. Terms are not synchronised with the calendar

3) Calendar weeks - in this case weeks are the same as calendar weeks. The sum of the allocated periods on each row is equal to the number in ALLOCATED column, which is always less or equal to PLANNED. In this case, check in Options|Time the selection [x] Align Mimosa weeks with Calendar and then pick the First day of the first week from the calendar. This option automatically displays the correct date in Timetables view and on reports, based on this information.

You can also select to display the names of weeks automatically, based on "Dates" or "Week numbers" (EU standard). These shortcuts of the weeks are displayed on the top of week grid.

4) Variable calendar weeks are also calendar weeks as above 3), but their lengths is variable (1-255 weeks). The number ALLOCATED on each row is calculated as weighted sum of periods using week lengths as weights, and the resulting number ALLOCATED is always less or equal to PLANNED.

If you are unsure about the right value of PLANNED, you can always temporarily set it a high number enough (such as 9999). You can check from the column ALLOCATED, how many periods are really allocated and later on fix that number automatically or manually (letting PLANNED = ALLOCATED).

Mimosa prevents you from allocating too many periods

By default, Mimosa checks that the total sum of allocated periods (ALLOCATED) does not exceed its upper limit PLANNED. If you enter a too big number in a cell that would increase ALLOCATED (=the sum of allocated periods in all weeks) to a number which would be higher than PLANNED, you are warned about exceeding the limit that you have entered as the maximum number of allocated periods for this event. If you are sure you want to enter this number, you can select to allow Mimosa to increase PLANNED automatically (so that PLANNED = ALLOCATED). This flexible option is intended for users who prefer to enter the allocated periods to cells without the built-in validity check:

This restriction can be temporarily circumvented

If the number you are about to enter is correct, select [Yes] to let Mimosa increase PLANNED so that it is equal to ALLOCATED. If the number you are about to enter was not correct, select [No]. If you replied [Yes] to this question, you are next asked to ignore this check question in the future and Mimosa does NOT warn if ALLOCATED would become higher than PLANNED. If it happens, PLANNED is automatically set equal to ALLOCATED.

The default input restrictions (ALLOCATED must be less than or equal to PLANNED) become effective again when you next time come back to this Weeks view.

User interface in Weeks view

The user interface and functionality in this view is analogous to spreadsheet applications. The table displays how the periods of each event should be distributed to weeks, and user just enters the weekly periods in each cell. Each column represents a week and each row an event. Each cell in the grid contains also the timetables of that event. You allocate the periods of events to weeks just by entering the appropriate number in that cell. In Timetables view you schedule each column (or week) of this grid in turn.

This view provides several powerful tools:

  • You can copy all or selected periods from one week to another week
  • You can copy the periods from one event to another event
  • You can Insert, Delete, Split weeks
  • You can watch how the allocation of events to weeks change the weekly periods of resources
  • You can check that periods are not allocated on inappropriate weeks
  • You can check that the events are allocated in a meaningful order

When the grid is double-clicked, the distribution of the periods to the resources of all events is displayed. When the weekly periods of any event is changed, the changes are reflected to the resources as well (if the resources are attached to the changed event). When another cell of this grid is clicked, the resource list of the current event is automatically displayed. Double-clicking the grid again hides this view. For instance, if you [Double-click] the grid on the event BUS186 (see below), it displays the resource list of this event and the periods of its resources.

After the periods have been allocated to weeks, the final phase of the process is to schedule each the periods of each week. This is done in the Timetables view.

The work-flow is to enter the numbers of the periods allocated for each event and each week. When you enter a number into a cell, the application checks that its value is within acceptable bounds. It is in impossible to enter a number which has a lower value than the number of scheduled periods in that cell, and similarly the value can not exceed the value defined in PLANNED for the current event. Typing key [+] increases and [-] decreases the cell value by one.

There exists a vast amount of useful tools and selections in this view. They help in the allocation process in roughly the same way as a spreadsheet program would. Some frequently needed techniques are automated, so by pressing only one key you can save a lot of time as compared with any other tool. You can also copy the grid to the Clipboard and edit or use the solution in your spreadsheet application and the paste the results back to this view.

Work smart with copy and paste

You can utilise the similarities of the allocations and proceed vertically, horizontally or in both directions.

If you can utilise some of the previous allocation work also in upcoming weeks use Edit|Copy week to store this week in memory and then the selections Edit|Paste week or Edit|Paste week Special... to copy the results to other weeks.

You may also note that the allocations of some events are similar or near similar. Use then the selections Edit|Copy allocation and Edit Paste allocation to copy allocations and/or schedules from one event to another.

Alternative allocation techniques

In this Weeks view you can edit the value of each cell of the grid individually to set the number of periods for each event and week, or make bookings to cells to prevent accidental allocations.

Your preferred way of working can be different from that above, and often you can save a lot of time when using some of the following alternative techniques below. In these techniques, you do not allocate the periods to weeks, since the allocations are always set equal to scheduled periods.

You can also get the initial allocation from other sources, such as from a spreadsheet application, or you can create that by setting the number of allocated periods in each cell to one (and increasing that number when necessary).

    About the special case of inequal week lengths

    In most cases, weeks have the same length of 1 (=one week). You can change the lengths of each week by, 1) dragging them sideways on grid top row, 2) from the Length panel above the grid or 3) in the selection Options|Time. If you have equal week lengths, you can pass this section.

    Inequal week lengths:
    Equal week lengths:

    The sum of the periods on each row (ALLOCATED) cannot exceed the total number of periods on all weeks (PLANNED). You can copy periods, timetables and bookings from any week to another week.

    You can also Split (select Edit|Split or Edit|Split all) the current week or all weeks - all timetables and all other content are automatically kept intact.

    This 10 week sample above is identical with the 42 weeks sample below after all weeks have been split into weeks having length of one.

    The reason to sometimes use variable week lengths is that the schedules within that term can be similar, or in the case of a holiday, the term may consist of three similar empty weeks.

    The number of PLANNED periods of each event must be at least as large as the total number of periods of that event in all weeks. This number (PLANNED) controls that you do not allocate too many periods of this event. The periods of each event may occur only once, on every week or something between them. If the weeks have different lengths, their weekly periods are displayed by default. If the week lengths are

    (1, 3, 6, 7, 3, 6, 3, 1, 7, 5) weeks and the weekly periods of an event are (5, 5, 3, 3, 0, 3, 4, 0, 3, 3), respectively.

    the total allocated number of periods (= ALLOCATED) is their weighted sum 1x5 + 3x5 + 6x3 + 7x3 + 3x0 + 6x3 + 4x3 + 1x0 + 7x3 + 5x3 = 125.

    In general, applying the same week lengths is simpler, but you do not have to take care of this arithmetic, since Mimosa automatically calculates those numbers for you.

Menu selections: Edit

Use the Edit selection to change the current allocation of periods or edit the weeks. In most cases, it is essential first to click the appropriate column and row on the grid before invoking the command, since the actions are dependent on the active cell.

Menu selections: View

The most common selections in this menu are easier to activate by clicking the corresponding buttons or using the keyboard shortcuts.