In Weeks view you can allocate the lectures of a course to several weeks (or terms) in order to create different teaching plans for each week but to utilise the same courses structures repeatedly, but with different number of lectures for each week.
In this view you can do the following:
If you are about to use the same set of timetables throughout, set Maximum number of weeks or terms to one in Options|Limits. You do not need this Weeks view, since the number of lectures set in MAX are automatically used on the first week.
If your timetables vary between weeks or terms, you may use the same course structures all over again, but the number of the lectures vary. Some courses are used only once, some on each week, some are used on few weeks. In this case you set the Maximum number of weeks (at least) to this number and you enter the weekly number of lectures of each course manually. The sum of the lectures on each row (SUM) cannot exceed the total number of lectures on all weeks (MAX). You can copy lectures, timetables and bookings from any week to another week.
If you have only one term or week in your planning period, this view is not needed (since all lectures are automatically allocated to this 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.
If you like to align the weeks used in Mimosa to the normal calendar, check in Options|Time the selection [x] Align Mimosa weeks with Calendar and then select the First day of the first week. When this is done, you will see the date range of the active week on bottom of the screen and also in your reports.
In most cases, weeks have same length (=1). You can change the lengths of each week by
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 use variable week lengths is that the lectures within that term are all similar.
The number of MAX lectures of each course must be at least as large as the total number of lectures of that course in all weeks. This number controls that you do not allocate the course too greedy. Each course can occur only once, on every week or something between them. If the weeks have different lengths, their weekly lectures are displayed by default. If the week lengths are (1w, 3w, 6w, 7w, 3w, 6w, 3w, 1w, 7w, 5w) and the lectures of a course are (5h, 5h, 3h, 3h, 0h, 3h, 4h, 0h, 3h, 3h) on those weeks, the maximum number of lectures is 1x5+3x5+6x3+7x3+3x0+6x3+4x3+1x0+7x3+5x3=125. But you do not have to take care of this arithmetic, since Mimosa automatically calculates those numbers for you.
If you are unsure about the right value of MAX, you can always set it a high number enough (such as 9999). You can check from the column SUM, how many lectures are really allocated and later on fix that number automatically or manually.
The user interface and functionality in this view is analogous to spreadsheet applications. The table displays how the lectures of each course should be distributed to weeks, and user just enters the weekly lectures in each cell. Each column represents a week and each row a course. Each cell in the grid contains also the timetables of that course. You allocate the lectures of courses to weeks just by entering the appropriate number in that cell.
This view provides several powerful tools:
When the grid is double-clicked, the distribution of the lectures to the components of the active course is displayed. When the weekly lectures of any course is changed, the changes are reflected to the components as well. When another cell of this grid is clicked, the component list of the current course is automatically displayed. Double-clicking the grid again hides this view. For instance, if you double-click the grid on the course BUS186 (see below), it displays the component list of this course and the lectures of its components, including also their lectures of other courses.
After the lectures have been allocated to weeks, the final phase of the process is to schedule each the lectures of each week. This is done is Timetables view.
The work-flow is to enter the numbers of the lectures allocated for each course 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 lectures in that cell, and similarly the value can not exceed the value defined in MAX for the current course. 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.
Use Edit selection to change the current allocation of lectures 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.
Copy week stores the contents of the current week (a column in the table of weeks which you have last clicked) temporarily in the memory - called the source week. You can the use it in the selections Paste week and Paste week Special (see below). Use this functionality to copy your work from one week to another. For instance, you may like to copy the timetables across weeks and save a lot of time.
Course of action:
If you want to store the information about a single week in a separate file and merge it to another file, use the command File|Extract week to create a file from this week only. Convert this file into text format with the command File|File Export, and then read that file into the application you want to merge this single week file to. Use the selection File|File Add to merge the file.
Copies the contents of the source week (the column you have stored with Copy week) to the target week (the column which is currently activated). All allocated lectures and also lectures scheduled of the source week are copied. After copying, both weeks are similar.
With this option you can be more selective and use only the scheduled lectures or bookings from the source week and copy them to the desired week(s).
The lectures allocated to weeks and the bookings set to weeks remain exactly the same after this operation.
This option can be an extremely timesaving in schools having many weeks in their planning period. It is now possible to utilise the scheduling work of the previous weeks all over again to weeks having some similarities. You can also clear all previous scheduled lectures before replacing them with the copied lectures. Courses with manually scheduled rooms are copied as well.
When you have made bookings to some components (like teachers and rooms) for the first week, you can now copy them to the following weeks, since they often follow the similar patterns over the whole school year.
You can make and cancel bookings in a selected range of cells of a single timetable in Timetables view (by clicking the [SPACE] key). If you want to make/cancel bookings in several timetables on the same week at once, use the appropriate selections in Options|Limits. You can also use the Show timetables dialog to copy and paste selected bookings across weeks.
Mimosa checks that only those scheduled lectures are copied, which do not clash with other timetables or bookings, and that they are within the bounds of the allocated lectures. This is the reason why this process may take up a lot of time in large schools.
Copies all scheduled lectures from the source week to the target week. When copying, Mimosa checks that the lectures of the source week can be scheduled into the same slots in the target week, so that no overlaps can occur and that the copied lectures do not exceed the number of the allocated lectures on that week.
Copies all scheduled lectures from the source week to the target week and all subsequent weeks. This operation generalises the selection above. Copying of scheduled lectures is repeated to all upcoming weeks, provided that no conflicts can occur and that the copied lectures do not exceed the number of the allocated lectures on that week.
Copies all bookings in timetables from the source week to the target week. Bookings that would overlap already scheduled lectures in the target week are not copied.
Copies all bookings in timetables from the source week to the target week and all subsequent weeks. Bookings that would overlap already scheduled lectures in the target weeks are not copied.
Copies all timetables from a single day of the week (Mon, Tue,...) of the source week to a single day (Mon, Tue,...) to the target week.
The selected days of week do not have to be the same, which enable to copy all timetable slots from Tuesday from the 1st week to the timetable slots of Thursday of the 3rd week and so on. In this way, you can create various timetable sets from the source week timetables, but mapping each day of week of the source week to any day of week in the target week.
The list of selected course codes with their weekly allocation lectures is copied onto the Clipboard starting from the active course. Lectures are always represented without multiplying them by the corresponding weekly lengths. Bookings in weeks are ignored.
The weekly allocation table is pasted from the Clipboard in the same format as it is copied above. Only those lines which have matching course codes with the currently existing course code list, are considered and updated, otherwise they are omitted. Pasting of the allocation table does not affect those cells, which contain bookings.
Inserts a new empty week before the current week and shifts all remaining weeks to the right.
Before Insert week:
After Insert week:
(After inserting a new week, you are also asked if you want to combine timetables and bookings from the adjacent previous and next weeks, if they exist. For instance, selecting the row “Mon-Wed” with“ Thu-Fri” copies the automatically timetables of Monday to Wednesday from the previous and Thursday to Friday from the upcoming week. This special option is useful, if the new week breaks the calendar week and the resulting timetable is made from the adjacent weeks).
Deletes the current week and shifts all remaining weeks to the left.
Before Delete week:
After Delete week:
Splits the current week into two identical weeks with possibly different lengths. This selection is available only if the length of the week to be split is greater than one. Click first the grid on the column of the week that is going to be split in this example, week "A2").
Before Split week:
You are next prompted to select the lengths for the two weeks from the available combinations (in this case, all combinations of six weeks):
If you select the second alternative (2w + 4w), the original week is replaced by two identical weeks with lengths 2 and 4, and all subsequent weeks are shifted to the right. This operation does not change the number of allocated lectures or scheduled lectures. After the split, you can rename the other or both of the two identical week names (in this case week "A2"):
After Split week:
Splits all weeks into weeks which has a length of one week. The number of all weeks after the operation equals to the sum of the lengths.
In this selection you can clear only from the current week
Note that clearing of weekly lectures also automatically clears scheduled lectures from the selected week. To clear bookings and or lectures from several weeks, select Tools|Clear.
In this selection you can compare the lectures of two weeks, i.e. two columns in the allocation table. After selecting the week you want to compare against the current week you will get a list of courses with differences in their lectures allocated to weeks (W) and scheduled (T). If you select a course from the list and press [OK] button, this course is automatically located. You can copy the list of the courses to the Clipboard by pressing Copy.
It is often useful to protect the allocation of lectures to weeks that are already history. This feature will ensure you that all first weeks preceding the selected week are protected and they cannot accidentally be modified (unless this parameter is changed).
At the start, the first permissible week is the first week (=1). You normally increase this number to the last completed week, as time goes on. When you later on use the [Insert] key to reallocate lectures or [Delete] key to remove them, for instance, their effect is limited only to the week range from first permissible to the currently active week.
These selections allow you to edit and duplicate courses while you are allocating the lectures. If you right-click on the week grid, you will have the same set of commands in the pop-up menu.
You can change the current course information (such as the components attached to this course) as you can do in selection Create and edit courses.
This creates a new course from the original course having the same name, category, number of lectures (MAX), list of components and the same number of lectures allocated to weeks.
When the a course is created from the original course, the code is automatically changed by appending letters 'a', 'b', 'c' to the end of the code (so that all codes remain unique). If you want to preserve the original course code after split, you can optionally attribute a course by inserting this old code in front of the new course name. This will display the origin of the newly created course.
Note that you can also optionally hide this code from all web reports and printouts by selecting an appropriate pair of Hidden text separators in Options|Other.
You have the options below:
New courses (after selecting the first attribute option):
After course split, you can also edit one of the new courses immediately:
Splits the lectures of the original course to two courses from the active week to the selected week. All lectures and timetables in that week range are copied to the other new course and the lectures before and after this range are copied to the other. In this way it is easy to create "exceptions" to course collections, which takes place only one or more weeks. After the split is complete, user can change the component(s) of the course or specific week(s) only. See here more information about Course split.
First a copy of the original course is created and all allocated and scheduled lectures are moved from the original course to the new course, without changing the total number of lectures. After that the components of both courses can be changed (added, removed, replaced) accordingly. For example, you can change the teacher for selected weeks. This corresponds the case "2: From selected week to week" in the picture below:
Shares the lectures of the original course to two courses from the active week on by balancing all lectures in the active week and all weeks after that to obtain as similar week loads for both courses as possible. Within the used course weeks, you can also select the last week where you want to restrict this operation to.
Use all those lectures (from the active week on), which are not yet inserted into timetables and creates a new course from the basis of the remaining lectures. This selection is especially useful, when the user has noticed that it is impossible or extremely difficult to schedule any lectures due to an inappropriate selection of the components (an overloaded room, for example). A new course is then created from the remaining lectures and the collection is modified to make the scheduling of the remaining lectures possible.
Recodes the active course.
Renames the active course.
This selection (or "+" key on keyboard) increases the number of allocated lectures by one on this week (if permitted).
This selection (or "-" key on keyboard) decreases the number of allocated lectures by one on this week (if permitted).
This corresponds to double-clicking on the week grid to show the number of lectures by the components of the current course or selecting View|Sum window.
When selected, a small timetable is displayed on the grid showing the timetable of the current course on the current week.
When selected, a tooltip containing the information of the current course is displayed.
Use this command to automatically allocate the lectures of the current course, from the first permissible week and ending with the current week. Click the last week in your planning period and press the [Insert] repeatedly to see all different pre-programmed allocation patterns.
Below are the allocation results when [Insert] is pressed on the last week and on several courses. The first time it creates allocations on odd weeks only, then on even weeks and then other patterns until it starts from the first pattern again.
In some cases, the allocation policy of the current course may fall into some of the provided patterns. If not, the allocation can be performed manually, or you can go to Options|Weeks and check those Allocation patterns for lectures that are appropriate for your school. Only the selected patterns are used, if you use this selection. For instance, if allocations on only odd or even weeks are suitable, check the second and third option.
This command erases all the lectures of the current course, from the first permissible week and ending the current week, including those which have been already scheduled, setting SUM=0 and DONE=0.
This command erases all the scheduled lectures of the current course, setting DONE=0.
Erases the value of the current cell.
Copies all scheduled lectures of the active course and week to all remaining weeks, without altering the (possible) previously scheduled lectures.
Makes bookings to all those weeks of the current course, which are not already booked and cancels bookings from all weeks that have been booked before.
Makes bookings or cancels bookings in current week. When selected, extends this operation to all weeks.
Makes bookings to all courses of this week, which do not have any lectures allocated to this week.
Removes all bookings from courses of this week.
Selects courses where bookings are added to.
Makes bookings to the current week and course if it is not already booked and otherwise removes bookings.
Selects the default booking type for timetables among the three choices defined in Options|Categories. If some of the first three options is selected, the corresponding booking type becomes the default booking type. If the fourth option is selected, the currently selected booking text can be changed.
Locks or unlocks the current course. If the course is locked, all changes to weekly allocated and scheduled lectures are prohibited.
Removes the unscheduled (allocated, but not scheduled) lectures automatically from this file (and setting DONE=SUM). This is a useful option if you have initially allocated more lectures to weeks than you must or can schedule, and you want to remove the residual lectures automatically. This selection does not change the lectures already scheduled.
Removes unscheduled (allocated, but not scheduled) lectures from the current week.
Removes unscheduled lectures from the current course.
Removes unscheduled (allocated, but not scheduled) lectures from all weeks and courses.
This selection increase the number of allocated lectures by one. The functionality is the opposite to Remove excess lectures from... selection. Afterwards you may like to remove excess lectures and "lock" the allocated lectures equal to scheduled lectures. This selection does not change the already scheduled lectures.
Increases the number of allocated lectures by one in the current week.
Increases the number of allocated lectures by one of the current course.
Increases the number of allocated lectures by one of in all weeks and all courses.
Sets the value of MAX equal to SUM in all selected courses, decreasing their maximum number of lectures to the sum of already allocated lectures. Use this selection when the maximum lectures of courses is determined as the result of weekly allocated lectures. For instance, you might like to initially define MAX=9999 for some or all courses since its value is more or less unclear. After lectures have been allocated, you can finally set MAX to SUM to 'lock' the result.
Allocates all available (or currently unallocated) lectures to the active week or term.
Allocates automatically lectures to weeks and schedules them, clears existing allocation and removes lectures from timetables. Use this selection to create a quick random, but feasible solution of your whole file, just to get a picture of the distribution of lectures and to test later the optimisation and reports. In some cases, it might be easier to reach the final solution from this approximate result than to start from an empty table.
Before trying this, save your current data on disk, because this intended for demonstration purposes only.
This selection is enabled only when the number of weeks exceeds one and it is intended to use as a demonstration tool only.
Allocates lectures to weeks automatically, but ignoring locked and completely allocated courses (MAX=SUM). This solution can be achieved by clicking the last cell with the [Insert] button on each course line. When distributing lectures to weeks, Mimosa utilises only those allocation patterns for weeks that have been checked in Options|Weeks.
Schedules lectures according to a simple heuristics, ignoring locked courses and courses that are completed scheduled . The same result can be achieved when you check [x] Automatic scheduling during allocation of lectures to weeks in selection Options|Weeks. If you want to apply more detailed rules to the initial solution and to optimise the current solution, select Tools|Optimise|Initial solution.
This selection performs both tasks 1 and 2 in a single run.
Clears the current weekly allocated lectures plus scheduled lectures.
Clears the scheduled lectures.
The most common selections in this menu are easier to activate by clicking the corresponding buttons or using the keyboard shortcuts.
Selects the font used in the grid of this window.
This selection displays the weekly lectures by components. The first column contains the names of the components and the other columns the weekly allocated lectures by components. You can use the buttons on bottom to select to view Allocated lectures, Scheduled lectures and their difference Unscheduled lectures.
When you click a cell, the course distribution of the lectures of the current component and week is displayed.
When the Utilisation button is clicked, the table displays the following percentage numbers instead:
Click Copy to copy the contents of this table to the Clipboard (to be pasted to other applications) and go back to the default view by clicking the Close button or typing [Ctrl+B].
Displays the list of the components (collection) of the active course. If you also want to replace some of the components, remove or add a component, select the appropriate component and then click Edit? button. See Course info for more information.
This is one of the most important features in the Weeks view. It sums automatically the lectures over all components in the active course collection and shows how the weekly allocation of the course lectures is reflected in the components.
Right-click on the sum window to have more options. The numbers of the sum window can be viewed in several formats, like the numbers in the allocation table. You can mark or unmark those courses on the allocation table, which are linked with one or all of the components shown in the sum window.
Click the row in the sum window that interests or needs to be corrected (because of an inappropriate allocation, for instance). You can then scroll through all linked courses with the shortcuts [Ctrl+N] and [Ctrl+P] to find out which of them need to be corrected. The linked courses are marked in black.
You can have different views to the numbers just like when working in the allocation table:
Displays information on the active component.
When you have clicked a row and a column in the sum window, you can view the timetable of the current course.
Grid is shown with cumulative lectures:
Lectures are displayed as multiplied by the week lengths (if they are different):
Lectures are displayed as percentages (of the total number of lectures):
Choose if you want to display those cells with different colour, which exceed the limits selected in the menu command Options|Weeks.
The components of the current category are not shown in the sum window.
The components of all categories are shown in the sum window.
Displays a small timetable of the active course and week on top of the grid.
Shows a list of available components of the same category as the active one and prompts the user to replace it. See also Replace component.
Goes to the next marked course, which has the same component as the one just clicked.
Goes to the previous marked course, which has the same component as the one just clicked.
Locks all currently marked courses and prevents changing them accidentally.
Unlocks all currently marked courses and allows to change them.
When checked, a small timetable of the active course and week is displayed on top of the grid.
By entering the code or name (or a part of the code or name) locates the first course that matches the search criteria and makes it the active one. The search method is not case-sensitive.
This extended search mode allows the user to locate only those courses that have some of the selected components in their collections or those that do NOT have any of them.
Finds those courses that have one or more of the selected components in their collections.
Finds those courses that do NOT have any of the selected components in their collections.
Locates the next course that has one or more unallocated lectures (MAX is greater than SUM).
Prerequisite course is a course that must be completed prior to enrolment in a more advanced level course. This is implemented in Mimosa by including the prerequisite course code in the name of the course that is assumed to be started after the prerequisite course is completed. Course names can include several prerequisite course codes. Mimosa checks for all exact matches of all course codes with the course names of other courses, and all which are not in assumed order are listed. If course is not allocated to weeks, it is excluded.
If the course "ENG_ADV" named "English for most advanced" must be allocated to weeks after the course "ENG_ABC" is completed, add the prerequisite code somewhere to this course name, such as for example: "English for most advanced;pre-req=ENG_ABC" or "English for most advanced [after ENG_ABC]".
You can use Hidden text separators as described in Options|Other to hide the prerequisite definitions from course names in reports (such as separators "[" and "]" above).
For instance, if the course "ENG_ABC" is allocated to weeks 1-5 and the course "ENG_ADV" is allocated to weeks 3-7, the latter course becomes listed, since the latter course starts before the first ends. The course becomes listed also in the case, if they have one week in common.
For example, the course sample above results in the following list of prerequisite problems.
Marks all courses linked with the component that you select from the list and changes the first marked course as the active course.
Activates the next marked course (activated from the Sum window, shown in black).
Activates the previous marked course (activated from the Sum window, shown in black).
This option allows the user to view more or less information about the courses (to make less or more room for the weeks on the screen). Use this option if you have many weeks and they do not fit the screen. Row numbers and course codes are always displayed. The selection provides the following options:
If you have selected to view the allocation in the Graphics instead of Numbers mode, you can then edit the appearance of the grid from the following options:
Displays the numbers of the allocation table MULTIPLIED by their week lengths. This option is sometimes useful if the weeks do not have the same lengths (or lengths).
Displays the numbers of the allocation table CUMULATIVE starting from the first week. If the weeks are not of the same lengths, set also the previous option MULTIPLIED on.
Displays the scheduled lectures plus weekly allocated lectures in the form Scheduled/Allocated (x/y, x=0,1,2,...,y). Examples: 3/4, 0/5 and 2/2. This helps to view how many of the allocated lectures have already been scheduled. If both numbers are same, all lectures have been scheduled.
Displays the grid widths proportional to week lengths instead of constant widths.
Shows the lectures in cells as numbers (default).
Shows the lectures as percentages (the maximum number of lectures of the current course = 100%).
Shows the lectures as a sequence of bars in the cells.
Note that if you select both "Timetable lectures" and "Graphics", you can see the timetables of courses graphically on the screen. In this case, you might like to increase the font size in this window too see single slots within grids.