Timetable Patterns are ‘alternative suggestions’ for how to assign your classes to the blocks, with the Level of Satisfaction for each alternative pattern shown.
In this guide, we will show you how to use Options Timetable Patterns:
- How to navigate the Timetable Patterns page
- Actions
- Automatic Pattern
- Manual Pattern
- Timetable Patterns
- Set a Timetable Pattern as Final
- Pattern generation
- How to in Timetable Patterns
Prerequisites: You must have the Options Module licenced on your MIS. The Options Module is available for all G Cloud 13 One Stop Shop customers and you can get this licenced by emailing onboarding@bromcom.com
Access: Depending on which Options functions you would like staff to see/access, all of the relevant permissions are located in the Options Module of Config>Setup>Roles & Permissions (after it has been licensed).
Related guides:
- How to use the Options Set Up Page
- How to use Forms in Options
- How to Import Pupil Choices
- How to Review Pupil Choices
- How to use the Clash Table
How to navigate the Timetable Patterns page
Go to Modules > Options > Options Reports > Timetable Patterns
The Timetable Pattern page shows the Name, Year group, Start Date – End Date, Number of submissions made, Status ,and Actions for each Options Set Up.
Type in the Column Headers to Search for Name, Year or Start Date – End Date.
Use the Filter cups next to Column Headings to further Filter within the Table.
Click the burger stack symbol to the right of each Column Header.
From here you can Pin the Column Left, Right or No Pin.
Autosize This Column or All Columns and Reset Columns.
Use the Filter Symbol to further Filter using the dropdown.
Use the Grid Symbol to Hide/Unhide Columns in Timetable Patterns.
Actions
Once the Patterns have been set the Status will show Complete with the option to both View Patterns or view and amend Timetable Patterns settings.
When the Status column shows Settings Required the eye symbol which = View Patterns will not be editable.
Automatic Pattern
1: Select Automatic Pattern
Click the settings cog in the Actions column and select Automatic Pattern.
2: Complete the Generation – Settings popup
Generation – Settings popup
Step 1 General Settings
In step 1 General Settings you can amend the following;
- Number of Blocks (>1)
- Depth – Level of Satisfaction (Standard at least 80%, High over 95%, or Best possible)
- Number of Patterns (this must be between 1 and 6)
- Subjects in Blocks see Subjects in Blocks (Automatic Pattern only)
When you are happy with the Generation Settings Click Next.
Subjects in Blocks
Automatic Patterns only
The toggle Subjects in Blocks is defaulted to off. When the toggle is switched on – the pattern generation will keep chosen Subjects in different blocks to each other, to prevent staffing issues later in the process.
Switch the toggle to ON. The popup expands to reveal the Subject Relationship table. Click Add New.
Another popup opens – Add Subject Relationship where two subjects are selected to be linked, where Subject 1 must not be in the same block as Subject 2.
Note: For Subjects in Blocks:
- The Number of Blocks should be set to greater than 1.
- Multiple Subject Relationships can be added.
- Where a Subject has multiple classes the Subject can be selected for Subject 1 and Subject 2, so that they are automatically added to different blocks.
Once the Timetable Pattern has been created, users will see the Subjects chosen have been added to different blocks.
Step 2 Manage Choice
In step 2 Manage Choice users can include student’s reserves in the Timetable Pattern generation.
Users will manipulate the following fields to manage Reserves in Timetable Patterns:
- Protect Preferences up to Choice – ranges from 1 up to the Total Choice Count (found in Options Setup wizard Step 1 Setup Details). Users will select the number of Main Choice preferences that they want to protect for example; some schools only guarantee the first choice preferences, others may wish to guarantee the first two choice preferences. Note: We would not recommend setting this to the maximum choice count available as this will restrict the permutations for satisfying allocations.
- User Reserves – is disabled if there are no Reserves in the Setup. Users have the option to use Reserves in the Setup and can select either 1st Reserve or All Reserves (default None).
- Use Alternatives – when checked the system will complete the Setup using alternative choices not selected by the student so that all students are fully assigned (default off). The system will attempt to satisfy preferences in the order of Main Choice, then Reserves (when active) and finally alternatives. The allocation can be adjusted manually on the Pupil Review tab after generation.
Step 3 Group Settings per Subject
In step 3 Group Settings per Subject users can amend for each subject:
- Min Size of Groups (default 15)
- Max Size of Groups (default 30)
- Max Number of Groups (default 1)
By default, the Clash Table Subject Parameters will pull into this step but these can be adjusted as required.
The Subjects can be fine tuned just before generating if for example you need a 2nd Chemistry Group.
Tip: Use the search field in the Subject column.
Click Generate to start the process. The Generation – Settings popup will close and an In Progress Status will be displayed for the Setup. When finished a message will appear and the Patterns will be ready to View. The Status will also change to Complete.
Note: This will be a background process so logging out will cancel the action.
If generating an Automatic Pattern for the second time or more, a Confirmation popup will alert the user that generating the pattern again will reset the block names and subject information table class names. Click OK to continue.
You will see a success message to notify the user that “Generation is done. You can view the blocks by clicking on the View button from the list.”
3: View Patterns
Click on View Patterns to take you to Timetable Patterns to see the Subjects within each Block and the Level of Satisfaction. See Timetable Patterns.
Manual Pattern
1: Select Manual Pattern
Click the settings cog in the Actions column and select Manual Pattern.
2: Complete Generation – Settings popup
Generation – Settings popup
Step 1 General Settings
In step 1 General Settings you can amend the following;
- Number of Blocks (>1)
- Depth – Level of Satisfaction (Standard at least 80%, High over 95%, or Best possible)
- Number of Patterns (this must be between 1 and 6)
When you are happy with the Generation Settings Click Next.
Step 2 Manage Choice
In step 2 Manage Choice users can include student’s reserves in the Timetable Pattern generation.
Users will manipulate the following fields to manage Reserves in Timetable Patterns:
- Protect Preferences up to Choice – ranges from 1 up to the Total Choice Count (found in Options Setup wizard Step 1 Setup Details). Users will select the number of Main Choice preferences that they want to protect for example; some schools only guarantee the first choice preferences, others may wish to guarantee the first two choice preferences. Note: We would not recommend setting this to the maximum choice count available as this will restrict the permutations for satisfying allocations.
- User Reserves – is disabled if there are no Reserves in the Setup. Users have the option to use Reserves in the Setup and can select either 1st Reserve or All Reserves (default None).
- Use Alternatives – when checked the system will complete the Setup using alternative choices not selected by the student so that all students are fully assigned (default off). The system will attempt to satisfy preferences in the order of Main Choice, then Reserves (when active) and finally alternatives. The allocation can be adjusted manually on the Pupil Review tab after generation.
Step 3 Group Settings per Subject
In step 3 Group Settings per Subject users can amend for each subject:
- Min Size of Groups (default 15)
- Max Size of Groups (default 30)
- Max Number of Groups (default 1)
Tip: The Students column is read only and displays the number of students who have chosen that subject as a main choice and will aid the user to set up the appropriate number of classes for the students.
The Subjects can be fine tuned just before generating if for example you need a 2nd Chemistry Group.
Tip: Use the search field in the Subject column.
Click Create.
Creating a manual pattern will overwrite any existing pattern. Click OK to continue.
3: Timetable Patterns
This will take you to a blank Timetable Patterns page to see the Subjects within each Block and the Level of Satisfaction. See Timetable Patterns.
Timetable Patterns
1: View Details
Click on View Details and complete the following steps for each pattern.
Clicking on View Details takes you to the Pattern design page where you can start to build the pattern.
- The pattern information is split into three separate tabs: Block Review, Pupil Review, and Subject Information.
- The pattern number and number of pupils is displayed in the top left-hand corner in the page header.
- The Level of Satisfaction is displayed in the top right-hand corner in the page header.
2: Subject Information
In the Subject Information tab, assign Subject classes to Blocks as required.
In each of the three tabs, an information bar in blue provides instructions to the user.
Assign Subject classes to Blocks by double clicking in the Block cell and then selecting a Block from the dropdown.
Note: The Class Name column updates as Blocks are assigned.
Click Apply Changes once the required Subjects have been assigned to Blocks.
A popup will prompt the user to confirm OK that “Subject classes with Blocks will be added to the Block design”, and in the next step users will “Use the Generate button to complete the Pattern”.
3: Block Review
In the Block Review tab, assign Pupils to classes for each Block.
Each Block has the following column headers Subject (code), Class (code), and Count.
Click on Pupils Unassigned, for each Block one at a time.
After clicking on Pupil Unassigned, click on the red text in the Unassigned Subjects column, one row at a time to assign Students to Subject Classes from the Unassigned Subjects column and to lock them into the class and protect them.
Select a Subject from the dropdown and click Save.
Note: Students who have Subjects assigned to them will drop off the Pupils Unassigned list.
Click Back to repeat for the next Block.
4. Generate a Manual Timetable Pattern
Each pattern can be designed independently. Simply click the Generate button, and a new pattern will be created specifically for the one you’re working on.
Any Subjects unassigned to a Block will be added and populated automatically during this process. When Generation is complete, the Generate button is greyed out, click View Others to generate the remaining patterns.
Important: We recommend that users do not log out whilst the pattern is being generated.
5: Pupil Review
In the Pupil Review tab, users can see class assignments by block for each student, where they can:
- Assign Subjects to Blocks
- Unlock a class
- Remove a class
- Export
- View subjects and classes for each block
- View student choices in order of preference
- View student’s original choices
- View the number of allocated subjects
- View Choice Satisfaction
Assign Subjects to Blocks by clicking on the pencil icon for the relevant block, selecting a subject from the dropdown and clicking Save.
Unlock a class (Shuffle ignores locked classes) by clicking on the blue padlock icon.
Remove a class (unlocked classes only) by clicking on the bin icon.
Export the table to PDF by clicking on Export.
Clicking on Export, users can enter a label for the File Name (this defaults to the Timetable Pattern Name), and choose whether to Export by: Subject (classes), Block or Class – and selecting one or more options from the dropdown list. You can also Preview before exporting.
Clicking Preview opens the Options Class List for the chosen Subject and Block, with one class (up to 30 students) per page. Users can click Export PDF from here.
View subjects and classes for each block by hovering over the i icon for each block.
View student choices in order of preference in the Choices column which displays the main choice subject codes in order of preference. The circular badge displays the choice number, and highlights whether the allocation matched the pupil’s choice using colour coding.
View student’s original choices by clicking on the i icon in the Choices column which opens a popup showing the pupil’s original choices (main and reserves) and assigned classes. Other subjects are listed if they have been assigned as an alternative.
View the number of allocated subjects in the Allocation column which displays the number of allocated subjects and the number of chosen subjects (this new column replaces the Count and Choice Total columns).
View Choice Satisfaction in the colour coded column (filterable) which displays the success of the allocations.
- Colour coded green:
- All – All choices met e.g. Allocation 4/4
- ALLR – All OK includes reserve e.g. Allocation 4/4 and at least one of the allocations is reserve
- Colour coded yellow:
- PM – Partially met e.g. Allocation 2/4 (only main choices)PMR – Partially met including reserves e.g. Allocation 3/4 and at least one of the allocations is reservePMA – Partially met including alternatives e.g. Allocation 3/4 and at least one of the allocations is alternativePMAR – Partially met including reserve and alternative e.g. Allocation 3/4 and at least one of the allocations is a reserve and one is an alternative
- Colour coded blue:
- ALLA – All OK includes alternative e.g. Allocation 4/4 and at least one of the allocations is alternative
- ALAR – All OK includes reserve and alternative e.g. Allocation 4/4 and at least one of the allocations is a reserve and one is an alternative
- Colour coded red:
- HNCM – No choices met e.g. Allocation 0/4
Set a Timetable Pattern as Final
Users can set a Timetable Pattern as Final, and this pattern can be imported into the wTimetable > Subject Information tab and in Reporting can be used to create a Web Merge Report based on the final allocation.
Go to Modules > Options > Options Reports > Timetable Patterns.
In Timetable Patterns > View Patterns, users can set a Timetable Pattern as final by selecting the radio button for that pattern and clicking Set as Final.
Where 100% student assignment is not achieved in the selected pattern, users will be asked if they want to continue, click Proceed.
A Final badge is displayed next to the pattern. To remove Final status, users should select the pattern where Final is already set, and click Remove Final.
Note: A pattern should only be Set as Final once all Students have been assigned and the user is satisfied this will be the final pattern. Where set ups need to be combined to produce the final pattern, future development will also provide a single cohort to this end.
Pattern generation
Block Review: For both automatic and manual pattern generation, the process will aim, as a minimum, to generate an appropriate number of classes for each block to ensure all students can be allocated to a class without exceeding the maximum class limit.
Note: In certain circumstances the system will allow a tolerance of 10% +1 for class assignments.
- For example, 100 students selecting 3 subjects in 3 blocks with a class size of 20 min and 30 max. The system will aim to generate between 4 and 5 classes to allow students to be assigned, according to the distribution of student choices.
Subject Information: For both automatic and manual pattern generation, the distribution of student gender allocated to classes for a subject, where multiple classes exist, will be balanced but not to the detriment of the assignment of the students if this improves the overall satisfaction rate.
- For example, a subject has 60 students across 2 classes, of which 40 are girls and 20 boys, the target = 20 girls and 10 boys in each class.
Pupil Review: For both Automatic and Manual pattern generation, the distribution to classes will be balanced by key attributes: Gender, SEN, PP, and EAL so that no classes are overloaded with a particular type of student.
How to in Timetable Patterns
Block Review: Change Block Names
Change the Block Name by clicking on the Pencil icon next to the Block
Block Review: View and Amend Students, Subjects and Classes
View and Amend Student Choices – Click on any subject count (number will be in red if it is over the subject setting but within 10% (by default) to see Students and amend choices. Click Save.
Block Review: Move class to another block, Remove Subject and Remove Student
Click on the 3 dots to the right of each class to Move the class to another Block , Remove Students or Remove Subject.
Block Review: Remove Students from a Subject.
Students can be removed from a Subject in a Block by clicking on the row in the Student count column.
Tick the check box against the Student’s name and click Remove. Those Students will be added back to the Pupils Unassigned list for that Block.
Block Review: Copy Class Without Pupils
This feature allows users to create a copy of a class in the Block Review tab when viewing patterns. Clicking on the three dots and the option Copy Class Without Pupils will create a copy of the Subject, Class and Block, without pupils.
Exceptions: The ability to copy a class does not apply currently for weighted subjects which is an additional development.
Users will be asked to Confirm the copying of the class.
The class will be added to the bottom of the list in the Block tab and labelled appropriately. E.g. Class 10A/Mu1 was copied in Block A and a new class 10A/Mu2 was added to the list in Block A.
The new class will be added to the Subject Information tab.
Block Review: View Unassigned Pupils
This will display all the Students whose choices cannot be fulfilled in that block
Subject Information: Export
In Subject Information in the selected Pattern, select Export dropdown arrow and Export Allocations.
Export Example
Subject Information: Assigned and Unassigned Student list
In Subject Information, click on Student Count or Unassigned to see a Student list.
