The Project Wizard will guide you through six steps to create a Project. A Project contains the following information to be used in a Timetable:.
- Project Name
- Imported data from the MIS to include selected Year Groups, Subjects, Rooms, Staff and Non-Contact Codes
In this guide we will look at the six steps in the wizard;
- Project Details
- Year Groups
- Subjects
- Rooms
- Staff
- Non Contact Codes
- Add New Function
- Edit Function
- Delete Function
The minimum permissions required to create a Project are found in the Timetable Module from Config > Setup > Roles and Permissions > Timetable > Timetable App.
For more information on wTimetable see here.
Go to Modules>wTimetable to launch the Projects panel
Click +New on the top right.
Project Details
Step 1
- Enter a Project Name*
- Tick the check box Use MIS data.
- Select a date using the calendar icon in Date as on* for when you want to use MIS data from.
- Use Refresh to update the MIS Data. (Refresh is only active once MIS Data has been imported for the first time).
- Clicking Next, will import MIS data and move to Step 2.
Tip: Click Save & Exit to import the MIS data and exit the wizard and return to the Projects screen. The six-step wizard can be completed at a later date.
- Note: When the Importing MIS data to project progress bar has reached 100% you will see a message popup before the wizard automatically moves to Step 2.
- Tip: If you receive an Import Failed message, click on View to see what action you need to take.
Year Groups
Step 2
The Year Groups displayed here will be used in the Timetable. To Exclude any that are not required tick the check box next to the Year Group(s) and click Exclude.
The Show Excluded toggle displays any entity not required for the Project’s Timetable and these will not be displayed in the Curriculum Plan.
Click Next.
- Note: Schools requiring a new Year Group can click Add New Year Group without having to create it in the MIS first.
- Note: The Project Name you entered in Step 1 now appears in the top left-hand corner.
Subjects
Step 3
The Subjects displayed in the example below will be used in the Timetable. Exclude any that are not required. E.g., Subjects used for assessment purposes. Tick the check box next to the Subject(s) and click Exclude.
Click Next.
- Tip: Subjects without a code will still be imported. The Code will be auto filled with a number which can be changed.
- Tip: Colour codes will pull through from the MIS, and will be useful in the Timetable to help distinguish between Subjects.
- Note: The Subject called Free Session cannot be excluded. It is used automatically as a filler in a Block where a Subject has a different number of Periods to others in that Block.
Rooms
Step 4
The Rooms displayed here will be used in the Timetable. To Exclude any that are not required tick the check box next to the required Room(s) and click Exclude.
Click Next
Staff
The Staff displayed here will be used in the Timetable.
To Exclude any that are not required tick the check box on the required Staff Name(s) and click Exclude.
Update the value in the Total Contact Time column if necessary (in whole numbers). Alternatively, this can be done at a later stage in the Staffing page within the Timetable.
FTE – Full Time Equivalent
April 2025 – Several updates have been made to the Staff Table in the Project wizard to improve accuracy in representing the workload of part-time and full-time staff, as well as to prepare for an upcoming release focused on part-time staff. FTE (Full-Time Equivalent) field
- A new FTE field has been added to Step 5: Staff in the Project wizard to accurately identify part-time and full-time staff.
- Value Range & Formatting
- The FTE field accepts values between 0 and 1, inclusive, with up to two decimal places (e.g., 0.25).
- The default value for FTE is 1.00, and existing records will default to 1.00.
- Manual Entry
- Users can manually enter and update the FTE value for each staff member.
- Updated Edit Staff table
- The FTE field is now also available in the Edit Staff table via the Staff Side Panel > Edit Staff button on the Curriculum Plan and Scheduling pages.
Bulk Edit Total Contact Time and FTE
This release also introduces the ability to bulk edit both Total Contact Time and FTE for staff members in the Project wizard.
Key Features:
- Users can select one or more staff members and click Set Total Contact Time/FTE.
- The user can choose to update Total Contact Time, FTE, or both.
- Users can then manually enter the desired number of hours and click Save.
- A confirmation prompt will appear to confirm the action. Once confirmed, the Staff table will be updated, and a success message will be displayed.
Important Notes:
- Total Contact Time must be entered as whole numbers.
- FTE must be between 0 and 1, with up to two decimal places.
Click Next
Non Contact Codes
The Non-Contact Codes displayed here will be used in the Timetable. To Exclude any that are not required tick the check box and click Exclude.
Use the Edit (pencil icon) to make the Non-Contact Code available for use with Staff or Rooms.
Use Tick to Save.
Add New Function
As the user works through the Project Wizard for steps 2-5 it is possible to Add New Year Groups, Subjects, Rooms, Staff and Non Contact Codes.
In the example below is Step 2: Year Groups click Add New Year Group
Notice the i for more information on Add New
Complete the relevant criteria for the chosen step
Click the tick to confirm, or alternatively, click the cross to return.
It is also possible to use the Add New Function once you have saved your Project from Modules>w Timetable>Projects>Choose Project>Edit
Then click Next through the Wizard to the relevant Step to use the Add New function.
Edit Function
Note: You can only edit Year Groups and Rooms that you have created using the Add New Function.
Click on the Edit icon.
Edit the relevant Year Group or Room criteria.
Click the tick under Actions to confirm, or alternatively, click the cross to return.
Delete Function
Note: You can only delete Year Groups, Subjects, Rooms, Staff, and Non-Contact Codes that you have created using the Add New Function.
In the example below we are in Step 3 Subjects, click on the Delete icon under Actions.
A message ‘Are you sure you want to delete the ____?’ appears.
Click Delete
A message ‘Success. Successful operation’ appears.