Create a department, suitability, tag, zone, activity type, or cost band

Before you can apply a department, suitability, tag, zone, or cost band to a resource or other item, you must create it in EDRDM. Similarly, before you can apply an activity type to an activity, you must create the activity type.

Hierarchy

The geographical structure of your institution might be hierarchical. In the following example, the Computing Building zone is part of the North Site zone. In EDRDM, each zone has its own Zone property; in this property, select the parent zone, if applicable. The location that Enterprise Timetabler allocates to an activity must have a zone that matches or is part of the activity's zone.

A zone selected in the Zones window

Zones

Similarly, the departmental structure in your institution might be hierarchical. For example, the Spanish department might be part of the Language School. In EDRDM, each department has its own Department property; in this property, select the parent department, if applicable.

Procedure

To create a department, suitability, tag, zone, activity type, or cost band, follow these steps:

  1. In the main EDRDM window, find the Institution area.
  2. Click New in the relevant row in that area. The Institution area contains the following rows: Activity Types, Cost Bands, Departments, Suitabilities, Tags, and Zones.
  3. EDRDM opens a form that you can enter the new item's properties into. The properties that are present, and the type of data that they store, will depend on your implementation of Enterprise Foundation, and on the type of item. For example, you specify hourly costs only when you create cost bands. The following list provides guidance that might help you to complete the form:
    • Single-line text properties such as Name and Description: Click the property box, then type. If you do not specify a host key in the Host Key box, EDRDM will generate a unique host key.

      Example text in a single-line text property

      Single-line text property

    • Multi-line text properties such as User Text 1: Click the property box. In the popup window that is displayed, click and type, then click OK.

      Example text in a multi-line text property

      Multi-line text property

    • Properties that contain a single value that you select (such as Department and Zone): Click the property box. Then, in the list that is displayed, select a value (Note: the example below is from the Suitability form).

      An item selected in a list that you can select a single item from

      Single value selection property

    • Properties that can contain multiple values that you select (such as Tags): Click the property box, then select values. Typically, you move items from an "Unselected" list to a "Selected" list. For example, an item can have multiple tags, and this is how you choose them. The following table provides additional information about some properties that you can select multiple values for:

      Property

      Applies to

      Description

      Primary Staff, Other Staff, Primary Locations, Other Locations, Primary Equipment, and Other Equipment

      Suitabilities

      You can use these properties to specify which resources this suitability is applied to; resources can have "primary" suitabilities and "other" suitabilities. In Enterprise Timetabler, you can use the Primary for Suitability scheduling preference setting to ensure that Enterprise Timetabler favours resources whose primary suitabilities match the activity's suitability criteria.

      Tip: Alternatively, you can select a resource's suitabilities when you create or edit resources.

      Hourly Costs

      Cost bands

      To specify the hourly costs applied by a cost band, click the Hourly Costs box. Select the departments that you want to specify costs for, then in the Cost column beside the selected departments, specify an hourly cost.

      Note: By default, two "special departments" are already selected: Standard Hourly Cost and Same Dept Hourly Cost. They enable Syllabus Plus to dynamically apply a particular cost for the resource when it is used by its owning department, and a different cost when it is used by other departments. Additionally, you can specify hourly costs for particular departments; the cost you specify for them overrides the Standard Hourly Cost.

    • Properties that you must tick or untick: Select or clear the box. When you create an activity type, the form might contain these properties:

      Property

      Description

      Booking

      If activities of this type are ad-hoc bookings, rather than standard academic activities, select this box.

      Contact

      If activities of this type count towards contact time with students, select this box.

      Cover

      If activities of this type are cover for other activities, such as when one member of staff covers a class that is scheduled to be taught by another, select this box.

    • Properties that you use to specify a colour: Click the property box, then click a colour. You choose a colour when you create an activity type. The colour can be used in Enterprise Timetabler to distinguish activities on the timetable by type.
  4. To save the new item, click Apply. Or, to save it and close the form, click OK.
  5. Note: If you have not yet clicked Apply and you do not require the new item, click Discard; the new item is deleted. Or, to discard the item and close the window, click Cancel.

Alternatively, if you want to look at or copy data from other items when you create one, click Show (beside the New button). EDRDM opens a list of items. In that window, click the plus icon below the item list (see below) to create an item. In the new row, enter the new item's properties, then click Apply to save the item (or OK to save the item and close the window). If a property that you want to use is not present, add it to the table.

A red square that indicates the position of the "plus" icon

The "plus" icon below the item list



Scientia Ref: 4051. For Enterprise Desktop Reference Data Manager 3.14. Copyright © Scientia Ltd. 2018