Student Management System
R25: Loading Class Records
©SBCTC-ITD
3101 Northup Way, Suite 100
Bellevue, WA 98004-1449
Phone 425.803.9700
http://www.cis.ctc.edu
December 2003
Contents
Introduction ................................................................................................ 1 Minimum tasks to be completed to load classes into R25 ..................... 3 Creating Instructor and Requestor contact roles ......................................................................4 Current process for Schedule25 and 25E ................................................ 5 Modifying the Control File .......................................................................................................6 Preparing Schedule25 data in R25 for use in Schedule25 and 25E on
the HP3000 ................................................................................................ 11 To create a Space search .........................................................................................................12 To create an Organization search ...........................................................................................15 To create a Schedule25 profile ...............................................................................................17 New procedures for Schedule25 and R25 ............................................. 21 Uploading profiles from R25 to Schedule25 on the HP3000 .................................................22 Running job group SG170R: at least once for Schedule25 and once for R25 .......................23 Downloading SORTRM.DAT into R25 .................................................................................23 Creating an R25 import profile for SORTRM.DAT ..............................................................24 Copying a Draft event to the appropriate folder ...................................................... 28 Creating an R25 import profile for Losers and Not Possibles ...............................................30 Copying an event from a Not Found folder to the appropriate folder ..................... 33 SBCTC-ITD
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Introduction
This documentation describes how to load classes into R25 once the data
for R25 has been prepared (see R25: Basic Data Preparation, available
separately from the SBCTC-ITD). Also, because it is recommended that
colleges use R25 and 25E in parallel until staff are comfortable with R25,
this document includes information about how to move profiles out of R25
for use with Schedule25 and 25E.
Note In order to complete the procedures in this document, it is necessary that you
know where on your college’s computer network the R25 folders and files
are located.
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Minimum tasks to be completed to
load classes into R25
At a minimum, you need to complete the following steps in R25 before
you will be able to load classes into R25. With the exception of the sixth
bullet item in step 1, which is covered in this document, these steps are
described in the R25: Basic Data Preparation.
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1
Create Master Definitions for at least the following:
 Space features
 Space campus partitions
 Space categories (optional)
 Organization types
 Organization categories
 Organization contact roles of Instructor and Requestor (This procedure
is described below; see “Creating Instructor and Requestor contact
role” on page 4.)
 Event categories
2
Create Directories for at least the following:
 Space for every room that is used for classes, including features,
partitions, minimum capacity with optional categories, relationships,
and blackouts.
As described in the document R25: Basic Data Preparation, the
Assign Policy for spaces should be set on all rooms that are used in
Schedule25 to Assign/Unassign for the user who will be importing
the SORTRM.DAT into R25.
 Organizations for every academic department in SMS, including
the organization type, Schedule25 key, feature requirements, and
partition preferences, as well as weightings for partition preferences
and optional weightings for the features. A default or generic
department to place losers, “not possibles,” and errors should also
be created.
3
Create an Event Framework for at least an academic cabinet with
folders and classes or sections, with the inheritance rules defined.
4
Create the actual cabinet and department folders for a YRQ and
define the interface tags for each department folder.
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Creating Instructor and Requestor contact
roles
Complete these steps in R25 to create the organization contact roles of
Instructor and Requestor that must exist before you can load classes into
R25 (as mentioned in step 1 on the previous page):
1
From the Administration drop-down menu, select Master Definitions.
The Master Definitions form is displayed.
2
On the left side of the form, click Organization.
3
On the right side of the form, under Organization Master Lists, click
Organization Contact Roles.
4
Click the Open button.
The Edit Organization Contact Roles form is displayed.
5
Click the New icon in the upper left-hand corner of the form, type
Instructor in the Name field, and click OK.
6
Click the New icon in the upper left-hand corner of the form, type
Requestor in the Name field, and click OK.
7
In the Master Definitions form, click the close box
right-hand corner.
8
From the Administration drop-down menu, select Event
Frameworks.
in the upper
The Edit Event Frameworks form is displayed.
9
In the Find field at the top of the form, click the down-arrow and
select the event type that represents your classes, for example,
Section.
10 Click the Contact Roles tab, located just below the Find field.
11 Click the Select button.
The Event Contact Roles form is displayed.
12 Click the checkboxes for Instructor and Requestor and then click the
OK button to close the Event Contact Roles form.
13 Click the OK button to close the Edit Frameworks form.
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Current process for Schedule25 and
25E
The following steps describe how—before the implementation of R25—data
flows between the Student Management System, Schedule25, and 25E:
1
The Schedule25 Room Assignment job group (SG170R) is
scheduled to create the DATAIN.DAT file on the HP3000.
2
With Room Scheduling Campus Profile (RSCP) software on a PC,
Campus Profile files are created (or modified) to describe physical
features and characteristics of rooms, campus partitions,
departments, sponsors, rooms, and spaces. These files are then
uploaded into the HP3000.
3
Schedule25 is run to find rooms for classes that do not have preassigned rooms.
4
After a successful run of Schedule25, the Update Schedule25 Room
Assignment job (IS1205J) is run to post the rooms assigned by
Schedule25 to the class record in the Student Management System.
5
From the 25E Main Menu, Copy Output from Schedule25 is
selected, which moves the output file (SORTRM.DAT) into 25E.
6
From the 25E Main Menu, the Security Manager menu is selected.
7
From the Security Manager menu, Load Event Files is selected and
SORTRM.DAT is typed at the prompt.
It is recommended that colleges continue to use Schedule25 on the
HP3000 and move the SORTRM.DAT into R25, as described beginning
on page 23. R25 should then be used to create and modify the campus
profiles and upload them into Schedule25 on the HP3000. This will
eliminate the need for any further use of the RSCP (Room Scheduling
Campus Profile) software.
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Modifying the Control File
The Control File may need to be modified before you load the
SORTRM.DAT file into R25. The following procedure describes
how to check the accuracy of the Control File:
1
From the Administration drop-down menu, select System
Definitions.
The System Definitions and Defaults form is displayed.
2
Double-click the Schedule25 icon.
The Schedule25 Options form is displayed.
3
Click the folder icon located to the right of the Schedule25 Location
field and navigate to the folder where your Schedule25 files for R25
are located.
The path of the folder you select is displayed in the field.
4
Make sure the Starting Columns tab is selected.
If necessary, change your settings to match those shown above.
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5
Click the Field Widths tab.
If necessary, change your settings to match those shown above.
6
Click the Weekdays tab.
If necessary, change your settings to match those shown above.
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7
Click the Settings tab.
If necessary, change your settings to match those shown above, with
the following exceptions:
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
If you use the cluster capacity for finding a room instead of
summing the capacity of each individual class in the cluster,
deselect the Sum Cross-listed Enrollments checkbox

The entry in the Start Time of Critical Range field should be the
time your college considers the critical range to start.

The entry in the Finish Time of Critical Range field should be the
time your college considers the critical range to end.

The entry in the Percent Expected in Critical Range field should
be the percentage of your classes you expect to fall within the
specified critical range.
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8
Click the Sorting tab.
If necessary, change your settings to match those shown above.
9
Click OK.
10 Click the close box
in the upper right-hand corner of the System
Definitions and Defaults form.
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Preparing Schedule25 data in R25 for
use in Schedule25 and 25E on the
HP3000
Once you have created or modified your master definitions, spaces, and
organizations, you need to identify those spaces and organizations that
will be used by Schedule25 and place them in the folder where R25 holds
the Schedule25 data. Then, all this Schedule25 data must be moved to
Schedule25 on the HP3000.
You first need to go into the space and organization directories and create
and save searches of your rooms and departments to be used in Schedule25.
For example, you might create searches named S25 Rooms or S25
Departments.
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To create a Space search
1
From the Directories drop-down menu, select Space.
The Space Directory form is displayed.
2
Click the Search tab.
3
Click the Add button to display a drop-down menu:
4
If you identified your rooms with a space category called S25 Rooms
or a similar name, select Categories. On the Space Categories form,
select the Schedule25 rooms category and then click OK.
—or—
If you have not created a Schedule25 rooms category, select Spaces
and then select Specific Spaces from the sub-menu. On the Select
Spaces form, click an individual Schedule25 room on the left side of
the form and then click the Add button. Repeat until all of your
Schedule25 rooms are listed on the right side of the form and then
click OK.
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5
On the Space Directory form, click the Search! button. The rooms
included in the search are listed in the Spaces Found portion of the
form:
6
Click the Save button.
The Search Space Properties form is displayed.
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7
In the Search Name field, type a name for the search and then click
OK.
The saved search is listed under My Searches on the left side of the
Space Directory form.
8
Click the close box
Directory form.
in the upper right-hand corner of the Space
The saved search is listed under My Searches on the left side of the
Space Directory form.
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To create an Organization search
1
From the Directories drop-down menu, select Organization.
The Organization Directory form is displayed.
2
Click the Search tab.
3
Click the Add button to display a drop-down menu.
4
Select Type from the drop-down menu.
The Organization Types form is displayed.
Note Identifying the organizations by Type is probably the easiest way
to identify the Schedule25 departments. However, if you prefer,
you can select each organization individually by selecting
Organizations from the drop-down menu and Specific
Organizations from the sub-menu.
5
On the Organization Types form, select the organization type that
you used to identify your academic departments and then click OK.
The Organization Directory form is displayed.
6
Click the Search! button.
The organizations included in the search are listed in the Organizations
Found portion of the form:
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7
Click the Save button.
The Organization Search Properties form is displayed.
8
In the Search Name field, type a name for the search and then click
OK.
The saved search is listed under My Searches on the left side of the
Organization Directory form.
9
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Click the close box in the upper right-hand corner of the
Organization Directory form.
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To create a Schedule25 profile
Next you need to create a new Schedule25 profile by entering a run name
and identifying the space and organization searches you have created.
1
From the Scheduling drop-down menu, select Schedule25.
The Schedule25 Directory form is displayed.
2
Click the New icon
in the upper left-hand corner of the form.
The Create Schedule25 Run form is displayed.
3
For the Directory field, click the folder icon and navigate to the
location of the Resource25 files on your PC.
4
In the Run Name field, type a name for the Schedule25 run you are
creating.
5
From the Space Search drop-down field, select Other Search.
The Select Space Search form is displayed.
6
If necessary, click the plus symbol located to the left of the My
Searches folder. Click the name of your Schedule25 space search
and then click OK.
7
From the Organization Search drop-down field, select Other Search.
The Select Organization Search form is displayed.
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8
If necessary, click the plus symbol located to the left of the My
Searches folder. Click the name of your Schedule25 organization
search and then click OK.
9
You can adjust the data in the fields at the bottom of the Create
Schedule25 form, but if your control file is correct it will not be
necessary.
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10 Click OK.
11 On the Schedule25 Directory form, click the name of the Schedule25
run you have just created and then click the Prepare Data icon at the
top of the form (the fourth icon from the left):
12 The Enter Schedule25 Date and Time Range form is displayed. You
may need to adjust the dates in the First Date and Last Date fields to
include the dates in the SORTRM.DAT file you will eventually be
loading into R25 (see page 23). Make sure that the Keep
Preassignments radio button is selected at the bottom of the form.
13 Click OK.
The Prepare Schedule25 Data form is displayed. You will see the
data preparation take place as R25 verifies that your Schedule25
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profile is in the correct format, until the words “Preparation
complete” are displayed at the bottom of the form.
If errors are encountered during the process, they are displayed on
the form. In the following illustration, for example, the control file,
features, partitions, and rooms are OK, but the departments have
several errors. In this example, it would be necessary to make the
corrections, redo the organization search, and then run this data
preparation process again.
14 Once you have successfully run the process with no errors, click the
close box at the top right-hand corner of both the Prepare
Schedule25 Data and the Schedule25 Directory forms.
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New procedures for Schedule25 and
R25
Once a college has created its master definitions and event framework and
has identified the interface tags in R25 and prepared Schedule25 data in
R25, it will be possible to test the moving of the SORTRM.DAT file into
both 25E and R25. Colleges will most likely want to continue to use 25E
until they are familiar and comfortable enough with R25 to be able to stop
using 25E.
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Uploading profiles from R25 to Schedule25 on the
HP3000
Instead of using the RSCP software to create and modify profiles, you
now use R25. Once data preparation is complete in R25, you need to move
the profiles into Schedule25 on the HP3000 in order to run Schedule25
with the newly created or modified profiles. Complete the following
procedure to upload profiles from R25 to Schedule25:
1
From the Schedule25 Campus Profile Menu (S25MENU) Version
2.8 on the HP3000, select option 3, Campus Profile Send (PC to
Host).
2
Upload the following profile files from the R25 directory.





PHYS.DAT
PART.DAT
DEPTS.DAT
ROOMS.DAT
CTRL.DAT
Press Return after the upload prompts for PARTNUM.DAT and
PHYSNUM.DAT. These files were used when uploading the profiles
created or modified using RSCP. Just ignore the error messages
displayed after you press Return. They will be similar to the
following:
rm: cannot unlink entry “sched25/partnum.dat”: No such file or directory
tobyte: unable to open input file “PARTNUM.DATA.SPDEV”
chmod: file “sched25/partnum.dat”: No such file or directory
The file being uploaded to host is PHYSNUM.dat
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Running job group SG170R: at least once for
Schedule25 and once for R25
A new job has been added to job group SG170R (Schedule25 Room
Assignment), which is the job group colleges use to create the
DATAIN.DAT file. This new job, S25/25E CTRL File Modification
(IS1118J), controls whether the CTRL.DAT file is set to format days of the
week in the DATAIN.DAT file in upper/lower case or all upper case (for
example, MTWThF vs. MTWTHF). The new job is necessary because the
Student Management System uses upper/lower case for days of the week.
Both Schedule25 and 25E on the HP3000 have previously been modified to
accept the upper/lower case format, but R25 up-shifts the days of the week
to be all upper case.
Because of this incompatibility between R25 and SMS, colleges using R25
must schedule SG170R at least twice:
 First, the job group must be run with the CTRL-FILE-OPT as 1 (upper/lower
case). Then, just as colleges are currently doing, Schedule25 should be run
and the SORTRM.DAT file loaded into 25E. If necessary because of errors
that need to be corrected in SMS, you may need to run SG170R and
Schedule25 multiple times until you have 0 errors.
 Then, when the college is ready to move the SORTRM.DAT file into R25,
SG170R must be run again, but with the CTRL-FILE-OPT as 2 (upper
case). Then Schedule25 is run again to create the SORTRM.DAT file that
is formatted correctly for R25. This second version of SORTRM.DAT is
the one that is loaded into R25, as described below.
Downloading SORTRM.DAT into R25
The following procedure describes how, using Schedule25, you download the
SORTRM.DAT file into R25:
1
From the Schedule25 Campus Profile Menu (S25MENU), select
item 2, Campus Profile Receive (Host to PC) Menu.
2
From the Schedule25 Campus Profile Receive (Host to PC) Menu,
select item 8, Receive Schedule 25 Sortrm File.
The “Enter PC filename to download to” prompt is displayed.
3
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Type the entire path that describes where your R25 data is stored
followed by the filename, SORTRM.DAT, for example,
F:\RESOURCE25\WIN2K\R25V32\S25\SORTRM.DAT
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The SORTRM.DAT file is downloaded into R25 at the specified
location.
Creating an R25 import profile for
SORTRM.DAT
Using R25, you must create an import profile that describes the classes
you plan to load and how R25 should handle them. The following
procedure describes how to use interface tags to control the R25 folder
that classes will load under:
1
From the Administration drop-down menu, select Load Class
Descriptor File.
The Load Class Descriptor File form is displayed.
Note If Load Class Descriptor File is not on the Administration drop-down
menu, do the following: from R25’s Administration drop-down menu,
select Security  Group List. Double-click Administrators to display
the Edit Security Group form. On the Rights tab, select Interfaces and
make sure the access level for Class Descriptor Load is Full Control,
as shown below. If it is not, click Class Descriptor Load, click Open,
and select the Full Control radio button on the Edit Rights for
Interfaces form. Save the change.
2
Click the New button.
The Create Load Profile form is displayed. Make sure the General
tab is selected.
3
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In the Name field, type a name for the profile, for example, Spring
classes or A234 (the quarter you are loading into Resource25).
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4
Make sure the Dates radio button is selected (dates are used in the
SORTRM.DAT file) and that the Year field displays the year you are
loading.
5
Click the down-arrow for the “Set all non-cancelled events to” field
and select the R25 event state you want for the events you will be
loading. It is recommended that you select Confirmed.
6
Make sure the “Expected Head Count” radio button is selected.
7
Select the “Create new contact for any new names” radio button.
8
Click the down-arrow for the “Assign role” field to specify the R25
contact role of Requestor.
9
Click the Routing tab.
10 In the Route Events area of the form, select the “Using specific
column positions” radio button, which are your interface tags.
11 To the right of the Parent field, click the Specify button.
The Select Parent Tag Columns form is displayed. “Parent” in this
context refers to the folder in which a specific class will be placed.
12 Click the folder icon to the right of the Sample File field.
The Open dialog box is displayed.
13 Navigate to the SORTRM.DAT file on your PC and click to
highlight the file.
—or—
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In the File Name field, type the complete path that describes where
the SORTRM.DAT file is stored.
14 Click the Open button.
An actual class record from the SORTRM.DAT file is displayed in
the Select Parent Tag Columns form.
15 Click the 5 positions where the department abbreviation appears on
the first line of characters. As you click them, each position is
highlighted.
16 Click the OK button to return to the Create Load Profile form.
The column positions you selected are displayed in the Parent field.
17 In the Prefix field, type the YRQ you entered in your interface tags
for the classes you will be loading.
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18 In the Unrouted Events portion of the Create Load Profile form,
select the “Save as a draft” radio button. This will allow errors to
be saved as drafts, which at a later time you will find spaces for
and place into appropriate folders individually, as described
beginning on page 28.
19 In the Event Owner portion of the Create Load Profile form, select
the “The user executing the load” radio button. Do not select the
checkbox to enforce object-level security.
Note You should not have to change any of the data under the Columns
tab if the security definition for Schedule25 was set correctly.
20 Click the OK button to return to the Load Class Descriptor File form.
Your new import profile, listed under Use Load Profile, is now ready
to be used to load your class information into R25.
21 In the File Name field, type the full path name of the SORTRM.DAT
file you want to load. Or click the folder icon located to the right of
the field, navigate to the SORTRM.DAT file, and click the Open
button.
22 Under Use Load Profile, click the profile you just created if it isn’t
already highlighted.
23 Click the Load button.
The Schedule25 Class Descriptor Load form is displayed. It could
take up to 45 minutes for the file to load, depending on the number
of classes in the SORTRM.DAT file. When the file is finished
loading, scroll to the bottom of the form. The number of events
successfully loaded is displayed, along with any load errors for
specific events.
24 Click the Save button
The Save As dialog box is displayed.
25 In the File name field, type a file name such as sortrm040403 and
click the Save button.
26 Click the close box
at the top right-hand corner of both the
Schedule25 Class Descriptor Load form and the Load Class
Descriptor File form.
The SORTRM.DAT file has been successfully loaded into R25.
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Copying a Draft event to the appropriate folder
This procedure describes how to assign a space to an event that was saved
as a draft in step 18 of the previous procedure and then move the event
record into the appropriate folder:
1
From the Directories drop-down menu, select Event.
The Event Directory form is displayed.
2
Click the Drafts tab.
3
In the Name column, click to highlight the event you want to copy.
4
Right-click the event name and, from the menu that appears, select
Copy.
The SpeedBook form is displayed.
5
There are four View icons located at the top of the
form. From left to right, they are Day View, Week
View, Month View, and Worksheet View. Click the
Worksheet view icon (the fourth icon) to make sure that view is
active.
6
In the Name field, delete the words “Copy of” from the name of the
event.
7
Click the down-arrow for the State field and select Tentative.
8
At the bottom of the form, click the Assign Spaces
icon (the second icon from the left in the group of
four icons).
9
In the Check For area of the form, click the Space Preferences
check box and then click the Set button located to the right of the
check box.
The Edit Space Preferences form is displayed.
10 Click the down-arrow for the Match field and select Any Criteria.
11 Click the Add button and, from the menu that appears, select
Categories.
The Space Categories form is displayed.
12 Click the General Classrooms check box and then click OK.
13 Click the close box
at the top right-hand corner of the Edit Space
Preferences form.
14 On the SpeedBook form, click the Check button.
The Check Availability For Event dialog box is displayed and R25
searches for spaces that match the criteria you have set, which it lists
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in the Spaces Found portion of the form. You can stop the search at
any time by clicking the Stop button.
15 Click the first space listed in the Space Name column. On the right-
hand side of the form, in the Event Date column, R25 displays the
days and dates for the event. If there is a conflict for any of the dates,
you will see a black X over the green icon displayed to the left
of each date. Click the other individual spaces in the Space
Name column until you find one with no date conflicts.
Note If all of the spaces have conflicts, repeat steps 9 through 15 but
specify different criteria.
16 To assign the event to a space, click to make sure the space is
highlighted in the Space Name column and then click the Assign
button at the bottom of the form.
The Assign Space form is displayed.
17 Click OK.
The event is assigned to the space. In the SpeedBook form, the green
icons in the Event Date column change to indicate the assignment (a blue cube icon is superimposed over the green icons).
18 Close the SpeedBook form by clicking the close box
in the upper
right-hand corner.
A dialog box prompts you to save changes.
19 Click the Yes button.
The Select Parent form is displayed.
20 Click to select the Department folder the event should be saved to.
21 Click OK.
The Confirm New Event form is displayed.
22 Click OK.
Both the Confirm New Event form and the SpeedBook form close.
23 In the Name column of the Event Directory form, right-click the
event you just copied and select Delete from the menu that appears.
A dialog box prompts you to confirm the deletion.
24 Click Yes to confirm the deletion.
25 Click the close box
at the top right-hand corner of the Event
Directory form.
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Creating an R25 import profile for Losers
and Not Possibles
Using R25, you must create import profiles that describe how R25 should
handle unassigned classes—those classes in the files created by Schedule25
named LOSERS.DAT and NOTPOSS.DAT. The following procedure
describes uses interface tags to control the R25 folder that unassigned
classes will load under. You need to complete this procedure twice: once for
the Losers and again for the Not Possibles.
1
From the Administration drop-down menu, select Load Class
Descriptor File.
The Load Class Descriptor File form is displayed.
2
Click the New button.
The Create Load Profile form is displayed. Make sure the General
tab is selected.
3
In the Name field, type a name for the profile. For example:


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If you are completing this procedure for the Losers, type Losers
or something similar.
—or—
If you are completing this procedure for the Not Possibles, type
Notposs or something similar.
4
Make sure the Dates radio button is selected (dates are used in the
LOSERS.DAT and NOTPOSS.DAT files) and that the Year field
displays the year you are loading.
5
Click the down-arrow for the “Set all non-cancelled events to” field
and select the R25 event state you want for the events you will be
loading. It is recommended that you select Tentative.
6
Make sure the Expected Head Count radio button is selected.
7
Select the “Create new contact for any new names” radio button.
8
Click the down-arrow for the “Assign role” field to specify the R25
contact role of Requestor.
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9
Click the Routing tab.
10 In the Route Events area of the form, select the “Beneath the same
R25 folder” radio button.
11 Press the Select button.
The Select Events form is displayed.
12 In the left-hand portion of the form, open the cabinet you are
working with and navigate to the Not Found folder.
13 Click to highlight the Not Found folder and then click the Add
button.
The Not Found folder appears in the Selected window.
14 Click OK.
In the Create Load Profile form, Not Found is displayed to the right
of the “Beneath the same R25 folder” radio button.
15 Click the down arrow on the Event Type field and select CLASSES.
(Otherwise these Losers and Not Possibles would be listed under the
Drafts tab on the Event Directory form.)
16 In the Unrouted Events portion of the form, select the “Save as draft”
radio button. This will allow errors to be saved as drafts, which at a
later time you will find spaces for and place into appropriate folders
individually, as described beginning on page 33.
17 In the Event Owner portion of the Create Load Profile form, select
the “The user executing the load” radio button. Do not select the
checkbox to enforce object-level security.
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Note You should not have to change any of the data under the Columns
tab if the security definition for Schedule25 was set correctly.
18 Click the OK button to return to the Load Class Descriptor File form.
Your new import profile, listed under Use Load Profile, is now ready
to be used to load your unassigned classes information into R25.
19 In the File Name field:


If you are completing this procedure for the Losers, type the full
path name of the LOSERS.DAT file you want to load. Or click
the folder icon located to the right of the field, navigate to the
LOSERS.DAT file, and click the Open button.
—or—
If you are completing this procedure for the Not Possibles, type
the full path name of the NOTPOSS.DAT file you want to load.
Or click the folder icon located to the right of the field, navigate
to the NOTPOSS.DAT file, and click the Open button.
20 Under Use Load Profile, click the profile you just created if it isn’t
already highlighted.
21 Click the Load button.
The Schedule25 Class Descriptor Load form is displayed. When
the file is finished loading, scroll to the bottom of the form if
necessary. The number of events successfully loaded is displayed,
along with any load errors for specific events.
22 Click the Save button.
The Save As dialog box is displayed.
23 In the File name field:


If you are completing this procedure for the Losers, type a file
name such as losers040403 and click the Save button.
—or—
If you are completing this procedure for the Not Possibles, type a
file name such as notposs040403 and click the Save button.
24 Click the close box
at the top right-hand corner of both the
Schedule25 Class Descriptor Load form and the Load Class
Descriptor File form.
The Losers and Not Possibles have been successfully loaded into R25.
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Copying an event from a Not Found folder to the
appropriate folder
This procedure describes how to assign a space to an event that was saved
into a Not Found folder and then copy the event record into the appropriate
folder:
1
From the Directories drop-down menu, select Event.
The Event Directory form is displayed.
2
In the left-hand portion of the form, open the cabinet you are
working with and navigate to the Not Found folder. Click to
highlight the Not Found folder.
3
In the Name column on the right-hand side of the form, click to
highlight the event you want to copy.
4
Right-click the event name and, from the menu that appears, select
Copy.
The Speedbook form is displayed.
5
There are four View icons located at the top of the
form. From left to right, they are Day View, Week
View, Month View, and Worksheet View. Click the
Worksheet view icon (the fourth icon) to make sure that view is
active.
6
In the Name field, delete the words “Copy of” from the name of the
event.
7
Click the down-arrow for the State field and select Draft.
A dialog box prompts you to confirm the change to the draft event
state.
8
Click Continue.
9
Click the close box
at the top right-hand corner of the SpeedBook.
10 Click the Drafts tab of the Event Directory form and scroll to the
bottom of the event list. The event you just saved as a draft is the last
item in the list.
11 Click to highlight the item in the Name column.
12 Right-click the item and select Copy from the menu that appears.
The SpeedBook form is displayed.
13 Click the Worksheet view icon to make sure that
view is active.
14 In the Name field, delete the words “Copy of” from
the name of the event.
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15 Click the down-arrow for the State field and select Tentative.
16 At the bottom of the form, click the Assign Spaces
icon (the second icon from the left in the group of
four icons).
17 In the Check For area of the form, click the Space Preferences
check box and then click the Set button located to the right of the
check box.
The Edit Space Preferences form is displayed.
18 Click the down-arrow for the Match field and select Any Criteria.
19 Click the Add button and, from the menu that appears, select
Categories.
The Space Categories form is displayed.
20 Click the General Classrooms check box and then click OK.
21 Click the close box
at the top right-hand corner of the Edit Space
Preferences form.
22 On the SpeedBook form, click the Check button.
The Check Availability For Event dialog box is displayed and R25
searches for spaces that match the criteria you have set, which it lists
in the Spaces Found portion of the SpeedBook form. You can stop
the search at any time by clicking the Stop button.
23 Click the first space listed in the Space Name column. On the right-
hand side of the form, in the Event Date column, R25 displays the
days and dates for the event. If there is a conflict for any of the dates,
you will see a black X over the green icon displayed to the left
of each date. Click the other individual spaces in the Space
Name column until you find one with no date conflicts.
Note If all of the spaces have conflicts, repeat steps 17 through 23 but
specify different criteria.
24 To assign the event to a space, click to make sure the space is
highlighted in the Space Name column and then click the Assign
button at the bottom of the form.
The Assign Space form is displayed.
25 Click OK.
The event is assigned to the space. In the SpeedBook form, the green
icons in the Event Date column change to indicate the assignment (a blue cube icon is superimposed over the green icon).
26 Close the SpeedBook form by clicking the close box
in the upper
right-hand corner.
A dialog box prompts you to save changes.
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27 Click the Yes button.
The Select Parent form is displayed.
28 Click to select the Department folder the event should be saved to.
29 Click OK.
The Confirm New Event form is displayed.
30 Click OK.
Both the Confirm New Event form and the SpeedBook form close.
31 In the Name column of the Event Directory form, right-click the
event you just copied and select Delete from the menu that appears.
A dialog box prompts you to confirm the deletion.
32 Click Yes to confirm the deletion.
33 Click the close box
at the top right-hand corner of the Event
Directory form.
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This page inserted for back-to-back printing.
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