Creating the Data Base and importing rooms 

Creating the database is done in two stages. First the creation of the database and importing of the rooms from Campus, this is done earlier in the week (say a Wednesday). Then on the Friday before the DCU opens for reps that’s when the courses get imported. 

Create a new database for the new term:  

• Infosilem Academic Suite> Scheduling  

• Sign into the super account

• Click on File > Database Tools > click copy database radio button 

• Enter new database name and ensure the source database is the one you are copying.  

• Open

  

• Click Create  

  Open

  

• Sign into newly created Database

• Take a backup, name is Copy of “” whatever database you copied from 

• Click on Tools > Rollover > Delete and select:  

  • Courses 

  • Scheduling Groups 

  • Scheduling Ties 

  • Academic Blocks 

  • Course Combinations 

  • Programs (Program Content, Program Allocations, Student Course Requests, Course Combination Requests, Academic Blocks) 

  • Rooms 

• Click Next, then Delete, then once it’s finished click “Previous” 

Using the Advanced button on Rollover Delete, Select element Public Professor Blockoff Types -Level 3 - Preferred and remove Level 3 blockoffs that are associated with an instructors name (Don't delete the starred blockoffs (just the ones with the instructor names)),

Using the Advanced button on Rollover Delete again, select element “Professor” and select TBA instructors and delete all instructors in that type. Then click Done. 

Clear any notes and Done Flags: Click on Tools > Rollover > Clear Notes… and select all notes and done flags to be deleted. Select all the notes:

• DCU Done Flags

• DCU Professor Constraints

• DCU Room Notes

• DCU Time Notes

• Professors

Manually delete:  

• Secondary Files > Course Characteristics > Select all and delete.  

• Secondary Files > Terms > select term and delete  

• Pattern Constraints > only those created for the term (under 2x1 or 3x1 ) 

Take a back up in current database “Before Import”

Switch databases to the previous like term. 

From the Previous LIKE term do an Export of all the files. 

Navigate to Export tool (File -> Export) 

• Target Type: Space-delimited Text file (TXT) 

• ACCDB (the access database) staging file path: C:\Infosilem\AcademicSuite\14.1\Transfer\Timetabler\Export\Target\TimetablerExport.accdb 

• Recurring Export Options: 

• Delete previously exported data, in the target, prior to exporting = Y 

• Populate the change indicator flags (DIFF_FLAG) =Y 

• Export Data Selection: 

• Export all tables = All files 

Click on export.

Switch databases back to the one you’re creating. File -> Switch Database 

In the files created, from program, and  progcont delete all rows that are student related. In progpref delete all rows. (This step is not required if not using student demand) 

In Infosilem Academic Suite navigate to Import.  

File -> Import 

Select File Types: Space-delimited text file (TXT) 

Keep in Academic Suite records that do not exist in the source files (Do Not Delete) = Y 

click next 

Select the following files only:

• Categories

• Course Combination Requests

• Course Combinations

• Courses

• Programs

Select next. 

Click "Browse..." then navigate to where the Target file is saved on the server. Click on Set All and Same Folder as Selected then click OK. Then Click "Next". 

Check the Report for any problems. If everything is ok, click on Next. If you get rejects take a look at the source files there might be spacing issues when exporting from the older database, those can be fixed in .txt files. Check the reports and when everything is ok click Import. 

An automatic system backup will be taken. 

Clean-up 

Within the new database, use the Rollover Delete function "Advanced" to selectively delete the Programs (Program Content, Program Allocation....) and Course Combinations you don't need. Also, Academic Blocks that begin with NCC. Delete NCC’s. 

Change all course combination's Default Academic Block type to 'to spread things out' by using a batch edit and enable any disabled cc's. In the Course Combinations along left side. 

Import Rooms: 

In Infosilem Timetabler navigate to Tools > Infosilem Campus Integration > Import Rooms 

In Settings select Preset 1. 

Select Next

Select no Room Filters: 

 Laptop 3.5 mm audio conne... (always is a duplicate)*  

Check validations and import, then Done once the import has finished. 

Change Registrar-managed rooms to room type of REG (not including B2 350/PAS 1241/PAS 1229/CPH 1346/HHA/UCOI rooms/any others that won't be scheduled into for this term). Change BMH and REN rooms as requested by the reps 

If necessary, add electronic room and DOC camera as characteristics to appropriate REG rooms.

More Clean ups:

Usually can be done in the break between creating the database part 1 and part 2: 

• Detach any instructors from block offs Level 1, 2, 3 (don't delete block offs - just remove instructors to maintain shells) 

• Adjust the dates to the new term dates for all block offs and constraints

• *Two ways to do it - from the block offs or from instructors* 

• Ensure that all instructors have no "customized constraints"