Queries that must be be run before importing the courses, they can be run by anyone with query access. The queries can be run throughout the entering of prior term copies to save you from having to a monster clean up, but they all must be run after the prior term copies have been entered and checked.

Adding the Courses to the Data Base 

Quest Clean-up for importing Courses 

Log into Quest as SCHDPROC 

Run scheduling queries related to course cleanup: 

UW_RS_CATLG_ORGS_GROUPS_NP  – Manually scroll through list and ensure that for the subject the Acad Org and Group are the same through the list – if different contact catalog person in either Grad or UG to have them fix it 

UW_RS_SOC_ORGS_GROUPS_NP  – If you get results you must do a course roll (Curriculum Management -> Roll Curriculum Data Forward -> Course Roll) that should fix them! 

Run query to look for missing RC weights (UW_RS_MISS_RC_IN_RCWGHT_TBL_NP) if there were some that needed to be added re-run: UW_RS_RESERVE_CAP_ORDER_NP to catch any changes. 

Ensure Scheduling has updated all course changes 

Run Course Anomaly Report 

• Waterloo Student Admin > CEM > Process > Course Scheduling Anomaly Report 

  • Enter in the term you about to run – run it twice once for GRD and once for UG 

  • Once it’s finished running in the Process monitor click “Details” then “View/Log Trace” then the “.out” file 

• fix in Timetabler if required (most fixes will be within Quest as there’s no courses imported yet in Timetabler) 

Navigate to: 

• Waterloo Student Admin > Scheduling >Processes > Timetabler Extract. 

Change terms as appropriate. Evening start time is 4:00PM (16:00). Run the PS Job (UWTPINTT) 

• run control: timetabler_extract 

• filepath: /software/sa.sisp-1.0_prod/spool/outgoing/DCU/ 

  • When running in a test environment “/software/sa.sisp-1.0_dev/spool/outgoing/DCU/” 

• Current term gets entered and previous like term 

• The order is:  

  • UWTPINEX = Timetabler Course Extract 

  • UWTPINSE = timetabler extract setup - set up files 

  • UWTPINST = Timetabler Extract Student - we don't use students - but it might contain programs 

  • UWTPINCP - Timetabler extract conversion 

When the Timetabler Extract process has completed, navigate to  

• Q: > k2 > PROD > outgoing and move DCU folder onto desktop 

  • Test would be “Q:\ozark\dev\outgoing” 

• Should save a copy of the DCU folder on the R drive "R:\Records and Systems\Timetabler" (it should have todays date) 

In Infosilem Timetabler navigate to Import. File -> Import on the database that you are creating. Make sure the "Select File Type(s) are Space-delimited (TXT) 

The Delete records from Academic Suite if they are not found in the source file should be Checked (differential). Click Next 

 Click on Transfer and select the following file:  Courses Click on Next  

Click “Browse” and point to DCU folder on the local machine drive. Then click “Next” 

Check the Report for any problems.  

If everything is ok, click on Next, check the rejected records on this next report.   

 If everything is ok, click Next. 

 Keep the Backup option selected (because why not)  

Check the reports and when everything is ok click Import. 

• the first report is checking the format (is it space delimited?) 

• the next report is checking the content (the hierarchy of the faculty, department all that jazz) 

 In the Course characteristics file (crschar.txt) in the DCU folder remove all the reserves that are brought in and DE, DIST, EVE, NEVE, OC, RESALL, SPACE , UAE – this will save you from manually removing them within Timetabler later 

In Infosilem Timetabler navigate to Import. File -> Import. Make sure the "Select File Type(s)” are Space-delimited (TXT). 

The Keep in EnCampus Suite records that do not exist in the source files (Do not delete) is checked. Then click “Next” 

 Click Next and select the following files:  18 of them 

• Component Types 

• Components 

• Components - Course Characteristics 

• Course Characteristics 

• Course Sections 

• Deliveries 

• Delivery Times 

• Group Constraints 

• Groups 

• Groups - Components 

• Location Specs 

• Pattern Requests 

• Professors 

• Professors Deliveries 

• Sectioning Combinations 

• Sectioning Combinations-Components 

• Subjects 

• Terms 

 Click on Next and Browse and point to DCU folder on desktop. Click on Set All and Same Folder as Selected then click Next. 

 Check the Report for any problems. If everything is ok, click on Next. The “open Rejected Records Report” will have some errors these are courses with time/days on their deliveries and it’s telling you the “dates” are incorrect – but we delete anything in the database with days/times/rooms on it. We clean it up later and is okay to ignore. Select Next. 

 Check the reports and when everything is ok click Import. 

• Forced pattern times don't come in - you could enter the dates - but also just not do that no big deal. 

• delivtimes = delivery times that are forced 

• Timereq - delivery pattern requests 

• those two combined make the timetable 

 When the Import is complete. Click “Done” 

In the database use rollover delete and advanced to delete deliveries: 

• any deliveries associated with a TST slot 

• any deliveries with a forced time (Status has a green bottom) 

• any deliveries with no time or no room request (Status red top/bottom) 

• any deliveries with forced room and no time (green top red bottom) 

• basically, getting rid of any forced times and rooms. 

Must change blockoff dates and remove all instructors from any blockoffs that aren't their names only 

In Infosilem Timetabler go to the new database that has been created. In the new term change the start and end dates. 

Ensure all scheduling groups are activated - Tools > Scheduling Groups Activation> Component Groups. Select all and Save to activate 

Make sure course combinations are enabled and the academic block type should be "to spread things out" 

Change registrar owned rooms to REG. If accounting prefers, add a Pavilion of HHA and change the appropriate Accounting rooms to HHA. Change BMH and REN rooms as requested by the reps 

Make sure Instructors do not have any constraints overridden (checkbox) 

If necessary, add electronic room and DOC camera as characteristics to appropriate REG rooms. Combine blackboard and whiteboard characteristics into 1. We keep them separate due to allergies.  

DCU Admin Setup 

The procedure is called Academic Suite - Opening DCU and Message Board Examples 

https://isacadweb.nexus.uwaterloo.ca/DCU/Admin/  

Room Assets should be in this format (no headers):