Facility CMIS Room Booking User Guide

DIT Timetabling

Niall Dixon, IT Training Manager, ICT Services

Dublin Institute of Technology

143 Rathmines Road

Dublin 6

2016 Dublin Institute of Technology, Information Services ©

This publication has been developed and produced in conjunction with Student Services

(Timetabling Manager). No part of this manual may be reproduced without permission

from the authors.

This copy printed: Thursday, 01 December 2016

Version Control History

Date

Modified

Version

No.

Modified

By

Summary of Changes Made Approved By

01/12/16 1.0 N Dixon Initial Draft IS

Table of Contents

LOGGING INTO CMIS ........................................................................................................................ 1

Installation of CMIS 1 Training 1

STARTING TIMETABLING ............................................................................................................... 1

Logging into CMIS 1 Changing your Password 2

Using the Correct Data Set (Academic Year) 3 Navigation 3

WEEK RANGES, VIEWING ROOMS AND CREATING A BOOKING ....................................... 4

Week Ranges ................................................................................................................. 4 Viewing a Timetable 4

Filtering to View Specific Room 6 Creating a “One Off” Room Bookings .......................................................................... 7

MOVING, COPYING AND DELETING A BOOKING .................................................................... 9

Deleting One Off Room Bookings 9

Scheduling further occurrences of same event (copying a room booking) 10 Moving a Room Booking to another time or day 10 Changing Duration of events using the mouse 10

TIMETABLING SUPPORT ............................................................................................................... 11

1

Logging into CMIS

Installation of CMIS

The timetabling application will be installed on your PC by your local IS Support. If you require

CMIS to be installed on a new PC or because of a change of location you can log a call with the

Support Desk on 3123 or support@dit.ie and they will arrange for your local technician to contact

you.

Training

All users of the timetabling application must undergo training before being granted an account to

access the live system.

Training is held on a regular basis and if not appearing on the normal schedule of event here:

http://dit.ie/is/staff/itt/scheduleincludingoutlines/, please contact Niall Dixon, IT Training

Manager (niall.dixon@dit.ie).

On completion of training; users will be given a CMIS User Application Form to fill out and get

signed off by the appropriate line management.

The completed form can then be scanned and emailed to the ICTS Support Desk: support@dit.ie

where they will create a username and password for the live system. Users will be notified of

their username and password via e-mail.

Starting Timetabling

Logging into CMIS

Double click on the CMIS_V16 icon on your desktop

When the initial screen opens, select File | Open

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Choose the file CMIS_LIVE_V16.MIS from your Documents folder and click on Open.

The .mis file is used to connect the user’s PC to the Database.

You will now be prompted to enter valid login details (Staff Number as Username, and default

password allocated by the ICTS Support desk). Enter your username and password in the fields

provided.

(Note that login details are case sensitive.)

The application will start and you will be allowed to open your connection file.

If you enter and incorrect password, you will be granted three chances at providing valid login

credentials, and if all three are incorrect the dialog box will close and you will need to re-start the

application again before you can proceed.

Changing your Password

If you need to change your password, please contact the ICTS Service Desk on 402 3123 or

support@dit.ie

3

Using the Correct Data Set (Academic Year)

Now that you have successfully logged into the database you need to ensure that you are working in

the correct dataset.

A Dataset will contain all the timetable and resource data relating to a single academic year. The

CMIS database currently contains a number of datasets (see below) so users need to be aware that

they are working in the correct dataset at all times.

The dataset, which is currently being accessed, may be changed at any time as follows:

Select Data from the main menu

Select Selected Dataset from the drop-down menu

Click on the Select button

You will notice that the Selected

Dataset element of the connection

window now displays the dataset as

selected.

Navigation

When timetablers log into CMIS they will

see a number of icons on the main

screen.

These icons can be used as a shortcut to navigate to different menus in CMIS.

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For example, by clicking once on the icon for Lecturers, a list of Lecturers are displayed (you

will get to the same screen via the menus - Data menu, Resources and then choosing Lecturers).

There are three different tabs with different icons on each tab.

The three tabs are as follows:

Data (Access’s data found through using the Data menu)

Interactive Scheduling (Access’s data found through using the Timetable menu)

Room Booking

Timetablers may be unable to access some of these icons as they will be greyed out in their set up

due to security reasons.

Week ranges, Viewing Rooms and Creating a Booking

Week Ranges

Background:

Due to the large number of permutations which can exist for week ranges there is a need to

standardize the format for their creation in a manner that facilitates ease of use.

Where to find Week Range details in CMIS:

To view a list of Week Ranges in CMIS click on the icon for Weeks on the main screen as follows:

Alternatively, navigate to Data/Week Ranges

Viewing a Timetable

In order to view a timetable you need to complete the following:

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Ensure that you are in the correct dataset. Go to the Data menu and choose Selected Dataset.

Highlight the correct dataset and click on Select.

Go to the Timetable menu. Depending on the cmis.ini file; timetablers may have different

timetable views. These different timetable views enable the user to customise their own way of

viewing a timetable. They enable the user to quickly access a particular interpretation of the

resources being used.

For once off room bookings, select “Room Full” from the drop down menu.

This causes a further window to be displayed. This is the same window that will be displayed on

opening any timetable view.

This window is known as a Timetable View, and consists of four distinct parts:

Filter Title: This reports which particular filter has been applied to the underlying data and it is

this which dictates what will be displayed in the other parts of the screen. In the above screenshot

there is a filter applied for Lecturer Minnie Mouse staff number 012345. It could also be a room

name.

Graphical Timetable View: The upper half of the Timetable View relays a graphical

interpretation of the scheduled events. This graphical display is broken into two parts; both of

which can be customised by the user depending on the data they wish to display on their

timetable.

Cell Style - This is the data that is held in the event boxes which will be displayed in the

graphical view of the timetable.

Filter Title

Graphical View

of the Timetable

List View of

the Timetable

Timetable Clashing

Window

Event Cell Style

Timetable Style

(E.g. Time & Day Information on graphical view)

6

Timetable Style - This is the overall style of the timetable view e.g. the display of the days

and times on the graphical view.

Timetable List View: The lower left-hand side of the timetable window contains details in a text

list of any information assigned to events. This includes any data that is displayed in the

Graphical Timetable View.

Timetable Clashing Window: the lower right hand side of the window can be used to report on

possible clashes as a result of a particular event being scheduled.

Filtering to View Specific Room

Go to the Timetable menu and choose “Room Full”

Right click on the grey graphical view and select Filter. Click on the Clear button to clear any

filters that currently exist.

You can now apply a filter for the timetable that you require to view.

Click on the “More” tab

Click on Ok

The events for this Room are now displayed in the graphical area of your timetable view.

Double click on the event to view or edit the details of the booking

To view a Room; choose the Site and Room required from the drop down lists

provided

If you leave the Weeks box empty the result will display the entire year’s

bookings, this is not recommended.

To look at a particular week, enter the week number, or select by clicking the

“Weeks” button on the right.

7

Creating a “One Off” Room Bookings

Checking room availability to create one off Room Booking events:

To check if a room is available choose the Query Menu and then Room availability.

Now fill in the required fields to search for.

Site: Choose from the drop down menu

Weeks: Chose the week number required by clicking on the Weeks button on the right

hand side (See Appendix 1)

Set Time Range: Set the time span for which you want to check availability. NOTE: The last hour

will always show Free so add an hour to the actual duration.

Interval: Set this to the length of time (in minutes) you wish to display.

Date Range: You can choose a single day or a range of days.

Please note that there is a field after the Finish field where you can put an “F” or “Fr” so in the

resulting list this will indicate that a room is free.

When you have the details keyed in click on the “Generate” button and the rooms will display for

the site showing room availability for the day, time and week range required. (Notice the last hour

will show all rooms free – this is false information and you need to add an hour as stated previously

to get the true picture).

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A blank space indicates that it is in use at that time.

Creating One off Room Booking Events:

Open up the Timetable view (i.e. click Timetable/Room Full) and filter down to the required room

view (i.e. right click in graphical view and choose “Filter”).

Once you have filtered to the room, in the graphical area position the mouse pointer at the

intersection of the day and time and right click and choose New Event

Choose the Day (if not already there)

Enter the Start time and duration (Len) of the meeting

Double click in this field to display the calendar. Select the Date required from the calendar and

click OK.

For the source choose RB: Once off Room Booking.

Next highlight the Details section.

9

Key in the detail of the meeting in the Description field in the following format:

[Name of meeting Name of Contact Person Extension number of contact person]

Important: Remember to press NEW when the details are keyed in.

For the Owner field key in the cost centre code (Sub Account Code) for the person using the room.

If this sub account code is not available key in the default code

Click Ok once all of the above details have been entered into the event. You will now see the event

as a scheduled event on the graphical view of the filtered room timetable view.

Moving, Copying and Deleting a booking

Deleting One Off Room Bookings

Right click on the event on the graphical view

Choose Delete Event

You will now be asked if you want to delete the event in question as follows:

10

Click on Yes if deletion of event required.

If deleting events from the list view, highlight the event in question, right click and choose

Timetabling/Delete Event

Scheduling further occurrences of same event (copying a room booking)

Click once on the event that you have just created in the graphical view

Move your mouse to the day and time that you require the copied event and Right click

Choose the option to Place Event at time and day that you want the new event to take place.

A second occurrence of the same event is now placed at the day and time required on the

timetable.

Moving a Room Booking to another time or day

Click on the event in question on the graphical view of a timetable.

Click and drag the event to the new time and day.

Changing Duration of events using the mouse

Click on the event in question

11

Move the mouse pointer to the right border of the event.

The pointer changes to a double arrow.

Hold down the mouse button and drag the event outline until it is at the time required.

Release the mouse button.

The event is now of the duration required.

Timetabling Support

To contact the Support Desk:

Call 01-4023123

E-mail support@dit.ie