Original Phase

Owned by
Michael Lee
Last updated: Jul 02, 2020
8 min read

Create GPC List

About a month before rollover: Create GPC list for new CCYYS which includes new buildings, classrooms, classroom numbers, current capacities/attributes, building hours, partial-control hours, and renovations.
GPC Database Maintenance

Begin Special Reservations Dataset (Short Course)

About a month before rollover: Class day reservations that must be charted in the room scheduling system before classes are scheduled are entered into the short course dataset. These types of reservations include building hours, partial-control room hours, construction projects, and priority reservations such as institutional testing. The Short Course dataset must be completed and checked (using *TXTASK, AUDTSPEC) before we begin automated and manual scheduling. The short course dataset is a UEDIT document specified by semester (FALL – STTD1573, SPRING – STTD1572, SUMMER – STTD1574)

Rollover

Spring Semester Rollover-team rotates assigned thirds. First>Second>Third>First
Submit IT Rollover jobgroup when ready (Semester-long Autosubmits for CCYYS).
Note job numbers as you submit (These are logged in the job submission system at https://utdirect.utexas.edu/apps/course/jobs/ ). Check that jobs ran successfully after each 'chunk', or step before submitting the next step or chunk. Can run any time before noon. Check that ran successfully.
Review Rollover Reports. These reports are sent to disk at \\austin.utexas.edu\disk\reg\scheduling. File under applicable CCYYS.

Create new CCYYS Authorizations and Access Dates

Create new CCYYS_ Authorizations and Access Dates

  • Update NRCRSE and Class Manager authorization dates for Scheduling, departments, and deans for original and chair proof phases of production. Authorization types, dates, and YYSs are stored in **TXTABL (table name NRCRSE) and in *DPUSER. We should authorize ourselves at the beginning of Spring Course Schedule Production for next summer, fall, and spring (so for spring 2014, we authorize ourselves for 136, 139, and 142.) Also update Class Manager access dates into the mainframe *TXTBLS Command E1, Name NRSCHED.)
  • Update *TXTBLS NRTBYYSD for the Room Scheduling System access dates
  • Update *TXTBLS NRSCHED Key E1 or E2 to update CM SCHED,DEAN, & CHAIR access as well as final exam reporting dates
  • Update *TXTBLS NRCSDATE for CSU access and FaSET dates
  • Update *TXTABL NRCRSE for *NRCRSE access to 2 most future CCYYS (dates should match NRSCHED; CH=CHAIR, DE=DEAN, FS=SCHED)
  • Update *DPUSER AALOGONNRCRSE for most recent CCYYS access (dates should match NRSCHED)

Create Auto-Submits

Some jobs need to run on a regular basis according to certain dates. We schedule these auto-submits as part of the 'Post Rollover' process. Documentation is at: \\austin.utexas.edu\disk\reg\scheduling.
\\austin.utexas.edu\disk\reg\Registrar\Course Scheduling\6.SIS projects\Batch Scheduling\Semer-Long Autosubmits.docx

Add placeholders for new FOS

Fall semesters – communicate with Official Publications to gather a list of new fields of study (FOS) and find out if any fields of study are being replaced. (This has to wait until CIM chgs have been applied from CL into our systems-Chair Proof)
Spring/Summer semesters- refer to the "what's new" section of the registrar course schedule page for new FOS: http://registrar.utexas.edu/schedules/YYS
Before adding placeholders reach to out to the departments to determine how many placeholders will be needed in order to have enough unique numbers to add new courses. Also communicate to departments that inventory changes, such as title updates, canceling invalid courses, and adding new courses is their responsibility.
Leave a standardized log note in class manager indicating courses that are placeholders.

Create HEADNYYS

See documentation at : Headnote Dataset
In UEDIT, create HEADNYYS the headnote dataset by "including" the most up-to-date information from Spring (for Fall 2014, include Spring 2014 information). This dataset is merged into Advance Copy and must follow CS order for that semester, according to the final re-sequence.

  • College/School
  • Department
  • Field of Study

As a precaution, please archive the most current Fall, Spring and Summer Headnotes datasets and let me know where they are stored and what they are named {}before{} we make any new format changes.
We will need to keep certain command lines for the printable copy feature in NRRECS 'LP' screen to continue to work as expected.  ADD NEW FOS in FALL.

Discrepancy - ROLLOVER

See documentation in Discrepancy List folder at Discrepancy
As we work Discrepancy, Leave notes, remove home/relationships, and mark for deletion courses to be deleted and replaced with a course in inventory (including unnumbered topics that have been replaced with numbered topics). We do not oblit before opening Original Phase to departments.

  • Change title to: PLACEHOLDER FOR FOS XXX.XX
  • Log Notes: Cancel and re-add as FOS XXX.XX before end of Original Phase or section will be deleted

Prep work for Original Phase Distributed

Checklist: Original Distributed Prep Checklist.docx
Wipe dates from Notelines:

  • Order TXTASK/RGJGSCH3/CSFLSCAN with scan text{*}: .(period) Or you can submit *TXTASK/RGJGSCH3/RGNWSHOR – won't be as complete
    • Search document for: meets*mandat*exam*trip*lab*taught*orienta or holistically review.
    • Remove month, dates, times, days, building and room numbers (on campus) from non-inventory notelines, reinstating and re-cancelling as necessary. Replace with "…" EX: 'Class meets…' 'Mandatory exams…' 'Mandatory orientation…'
    • Leave scheduling production comment in CM requesting new dates. EX: 'Provide/remove dates by end of Chair Phase or section will be deleted' OR 'Provide academic need & meets dates for non-conforming class or section will be deleted at end of Chair Proof Phase.
  • Hours to be arranged 
  • Cancelled classes-remove building & room for GPCs. For cancelled classes remove building and room from all sections separately. Do not ripple. Oblit during rollover
  • Combined TL - <50% GPC: remove building and room. Do not remove from 0% sections. For same-as remove building/room from HOME section and ripple. For multi-section/room share make sure to ripple to all related sections.
  • Sync CL/AE to 12th day enrollment for <50% sections while removing <50% GPC
  • Remove GPCs from partial control rooms
  • Sort All Sections for special program codes and remove GPCs. All Special program code sections should have matching restrictive statement. See \\austin.utexas.edu\disk\reg\Registrar\Course Scheduling\8.Documentation\How-to (Instructions)\IRREGULAR PROGRAM CODES.docx

Noteline Maintenance

Noteline Maintenance: \\austin.utexas.edu\disk\reg\Registrar\Course Scheduling\8.Documentation/How-to%20(Instructions)/Noteline%20Maintenance%20Documentation.docx
Overall: \\austin.utexas.edu\disk\reg\Registrar\Course Scheduling\8.Documentation\How-to (Instructions)\Overall (working).docx

  • Study Abroad lead will do: Spring ONLY – Maymester scan
  • Remove unsupported: hours, grade, prereq, textbook, combination lock, focus, observation, "See headnote." except: "Restricted (see headnote)"-That is still allowed.
  • Review all notelines for Overall standards: order of noteline statements, capitalization, etc.
  • Sync all matching statements across the schedule. See past semesters for correct examples. EX: Restricted to McCombs School of Business majors (correct) vs. Restricted to mccombs majors (incorrect).
  • Ensure no timeline information is in the notelines at this point, just dates.


Prep Distributed Phase (Final)

\\austin.utexas.edu\disk\reg\Registrar\Course Scheduling\6.SIS projects\Batch Scheduling\2-6-9 Prep Distributed Phase (Final).docx

  • Check CM access dates, cross-listings jobs, J3/J4.
  • Update misc data and room caps, synch instructor names. Check discrepant relationships between file 60 and file 431, then resequence unique numbers on file 60. Recheck discrepant relationships between file 60 and 431. Change cancelled courses from D to A.
  • Take snapshot (Original Distributed)
  • Last step is uploading the reports (unpublished to Canvas) and prepping the memo.
  • See Canvas 'sample module' for what reports to post to Canvas: currently including 1) Original Phase Open Memo, 2) Original Distributed Draft, 3) Original Distributed All Sections, 4) Original Distributed Incomplete Sections, 5) Original Distributed Production Comments, 6) Course Inventory, and 7) Courses Added to Inventory.

Fall only: Publish the Color Coded Production Calendar, Allocation, and Priority List

Class Manager Opens

Morning of: publish reports posted in Canvas and sends out memo (via email and in Canvas announcement).
While CM 2.0 is open to departments and deans we will need to check production comments daily. Comments usually pertain to non-inventory noteline information such as class meets dates, locations, titles, cross-listings, HOME, etc.. These comments are delivered to us electronically in txt format to the Scheduling Austin disk during the period that CM 2.0 is open to departments and deans. Run NRNWCRL1 periodically throughout the time that CM 2.0 is open to Depts/Deans (at minimum, right before we open CM up for Original, half way through Originator's time, the morning of Dean's time, and after CM closes to everyone.
Use production comments checklist:
\\austin.utexas.edu\disk\reg\RegistrarCourse Scheduling\12. Internal Projects\Streamlined Documentation-in progress\Functional Processes\CSP Checklists.docx

Class Manager closes to non-Dean level users

\\austin.utexas.edu\disk\reg\Registrar\Course Scheduling\6.SIS projects\Batch Scheduling\2-6-9 Distributed Phase Close Day
Take non-dean changes snapshot, all sections, and production comments. Post to Canvas.

Class Manager closes to Deans - Distributed Phase Close Day 1

\\austin.utexas.edu\disk\reg\Registrar\Course Scheduling\6.SIS projects\Batch Scheduling\2-6-9 Distributed Phase Close Day

  • Take snapshot (Original Returned), all sections, production comments, incomplete sections. Post to Canvas.
  • Run building reports for all GPC building (CCYYS_BLDG_mmddyy)
  • Cross-listings jobs, J3/J4, review reports. Leave production comments for sections with 0CL, no type/mode, placeholders, etc. Fall/Spring – send copy filtered for Placeholder in title to OP to assist with inventory replacements.

Turning pages – Original Returned

See checklist and tools:
\\austin.utexas.edu\disk\reg\Registrar\Course Scheduling\12. Internal Projects\Streamlined Documentation-in progress\Functional Processes\Turning Pages\Turning Pages_tools.docx
\\austin.utexas.edu\disk\reg\Registrar\Course Scheduling\12. Internal Projects\Streamlined Documentation-in progress\Functional Processes\CSP Checklists.docx

Discrepancy – Original Returned

The Discrepancy list lists classes in a particular semester with Standard Statement (Grading mode, Repeatability), Inventory Same-As, and Title discrepancies.
\\austin.utexas.edu\disk\reg\Registrar\Course Scheduling\12. Internal Projects\Streamlined Documentation-in progress\Functional Processes\Discrepancy\Discrepancy List.docx

HAL Prep

We use the HAL Prep assignment checklist to assign tasks to different members of the team. Current tasks include: running building reports, print priority list, marking up building reports, applying building report notes and changes in Class Manager, checking for closing limit and/or anticipated enrollment problems, checking for option iii classes or short courses requesting GPCs, allocation, with notes, staff eids for XL classes with no instructor or differing instructor, home set for home not found, hours report, J3/J4, partial control requests, remaining production comments, departments requesting GPCs via note, multiple sections with more than 15, and removing building and GPC from cancelled classes.
\\austin.utexas.edu\disk\reg\registrar\Course Scheduling\8.Documentation\Manual Scheduling - RTBS\HAL Prep Assignment Checklist.docx
\\austin.utexas.edu\disk\reg\Registrar\Course Scheduling\8.Documentation\Manual Scheduling - RTBS\Updated-RTBS How To.docx

HAL (automated & manual scheduling)

HAL schedules lectures first. Lectures are identified as 3hr/week timelines. They are usually the first timeline on multiple timeline courses. HAL schedules approximately 40% of lectures, and then spits out a report of lectures remaining to be scheduled that our office will manually schedule in the room scheduling system. In addition to scheduling all of the lectures that HAL did not schedule, we also check allocation and priority.
After we have scheduled and checked lectures, HAL can schedule discussion/lab sections. Discussion/lab sections are identified as 1hr/week timelines. They are usually the second and/or third timelines on multiple timeline courses. Again, HAL will schedule nearly half of all discussion/lab sections, spit out a report of discussions remaining to be scheduled that our office will manually schedule in the room scheduling system.

Remaining to be Scheduled (RTBS) Report Prep

We line out classes that we will not assign rooms. We highlight timeline notes that we want to bring attention to. We then break up the report into timeline sections. More detailed information can be found in:
\\austin.utexas.edu\disk\reg\Course Scheduling\8.Documentation\Manual Scheduling - RTBS\Updated-RTBS How To.docx

Post-HAL

We check for room conflicts and closing limits after automated and manual scheduling. We make any corrections in the room scheduling system before opening up chair phase to departments and deans.

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