Allocation

Owned by Michael Lee
Last updated: Apr 13, 2020Version comment

Functional Timing: Depends on purpose. See below.

  1. Calculate Allocation for new upcoming cycle: September/October of current year Fall to calculate upcoming Fall. Do not run prior to current fall 12th class day (12th day seat counts); must run prior to upcoming fall Original phase. Example: Calculate allocation for Fall 2016 in Sept/Oct 2015. Use Fall 15 data to run 308A.
  2. Count/Enforce Allocations based on GPC Requests/Assignments: Original Returned-prep Chair Proof Distributed for Spring and Fall CSP.

Reports used: Allocation Memo, GPC List, [Allocation reports (file:////austin.utexas.edu//disk//reg//Registrar//Course Scheduling//2. Production Phases//Allocation-process//Example Allocation Reports)]<span style="color: #0563c1"><span style="text-decoration: underline; ">,</span></span> allocation calculation spreadsheet (if calculating)
Datasets to Modify: *UEDIT LIB=03 Name=STTDFA[YY]/STTDSP[YY] & NR.JN308A1.ALLOCAT3(0)
Notes:

Batch Jobs Step 1: Create GPC Inventory Dataset (if not already done):

Define GPCs for CCYYS : *UEDIT LIB=03 Name=STTDFA[YY]/STTDSP[YY]

  1. Create new dataset in UEDIT Lib o3 named STTDFAYY (YY=current year). STTDSP[YY] if Spring.

  2. For next cycle's calculations: Insert current year's GPC dataset as the basis for your new dataset: On the command line of your newly created dataset, type: 'INCLUDE (STTDFA{YY-1})'. Or STTDSP{YY-1} if Spring. Example: if calculating Fall18 –Spring 19, base calcs on current fall (fall 2017). Use fall 17 DS (STTDFA17) as base data for Fall 17 calcs For enforcement: use GPC dataset for semester you are scheduling (may have to create this). Insert most recent last semester's GPC dataset as the basis for your new dataset: On the command line of your newly created dataset, type: 'INCLUDE (STTDFA{YY-1})'. Or STTDSP{YY-1} if Spring. Example: if enforcing Spring 2018, create Spring 2018 DS and 'INCLUDE (STTDFA17)' as base data for Spring 2018
  3. Remove the first blank line by typing '#d' or '.d' on the first blank line then hitting 'Enter.' (Allocation batch job NRNW308A will ABEND when it runs if you leave any blank lines.)
  4. Review & Update dataset to match the GPC List for the semester. Add any new GPCs and remove any that were not scheduled for classes. Include any partial control GPCs.
  5. SAVE the dataset.

Batch Jobs Step 2: Determine and Write Workfile of 'Home' Sections in GPCs

NRJG308A: Writes GDG of all 'home' sections scheduled in GPCs, per file 60 (CS file) and Course Relations (file 431). See how home determination is supposed to work:

Input:
Control card=
Calculation: CCYYS of current fall semester
Enforcement: CCYYS of semester in production
Dataset=
Calculation: RG.LIBo3(STTDFA[YY]). [YY]=yr for current fall semester
Enforcement: RG.LIBo3(STTDFA[YY]) or RG.LIBo3(STTDSP[YY]) if Spring. [YY]=yr for semester in production
Writes generational dataset (GDG): NR.JN308A1.ALLOCAT3(+1) and [{_}several reports_ (file:////austin.utexas.edu//disk//reg//Registrar//Course Scheduling//2. Production Phases//Allocation-process//Example Allocation Reports)]
Calculation Example for Fall 2020 Allocation:

Batch Jobs Step 3: GDG Edits to Home Section Dataset

Fix 'Could Not Determine Home' errors:

  1. Look at report of cross-listed sections for which home could not be determined, if there are any. (Sections in this report are stored in a GDG, NR.JN308A1.ALLOCAT4(0))
  2. Look up each section in Class Manager and determine which section should be counted as home. (See documents in 'Step 2' above for criteria we consider.) Note the unique number(s) of the NON-HOME section TO BE DELETED.
  3. Log into a 'DE' MVS/mainframe session.
  4. Open *UEDIT to access dataset of home sections, DSN= NR.JN308A1.ALLOCAT3(0) ('Library' and 'Member' fields should be blank)
  5. On the command line of your dataset, type: 'SCAN {unique number to delete}'
  6. On the line of the section to be deleted, type the delete command for your profile ('#d' or '.d' or '.dd to delete range').
  7. Press 'Enter' to delete the non-home section.
  8. Command line of your dataset, type 'RSAVE' to save the dataset and stay on the same page.
  9. Repeat a-h as needed until complete.

Make Adjustments for Partial Control GPC Hours: NR.JN308A1.ALLOCAT3(0)

  1. Use GPC List to determine partial control GPC hours.
  2. 'PM' times are indicated by a '}' in place of in the fourth digit for both from and to times. Example: 8:30am-10:00am='08301000', 8:30pm-10:00pm='083}100}'
  3. Edit sections involving partial control rooms so that the timeline reflects only 'GPC time'. For Example, GDC 2.216 is a GPC 8:00am-12:30 on class days.

'50520C S 311 MWF 1200010}GDC2.216 GOUDA, M'
would be edited to read:
'50520C S 311 MWF 1200123}GDC2.216 GOUDA, M'

  1. If the section is scheduled completely outside the hours it is a GPC, delete it from the dataset.
  2. Save the dataset OFTEN until all adjustments are complete.

Calculation only: Remove All Zero Hour courses from DS

Batch Jobs Step 4: Count & Calculate Home Section Allocations by FOS

NRJG308B: Counts and calculates allocations by FOS based GDG NR.JN308A1.ALLOCAT3(0). Produces two reports:
1) List of sections counted as home by FOS and TL.
2) Calculated allocations based on home sections broken down in 30 minute day/time increments by FOS.

Counting Allocations based on GPC Requests/Assignments: Combine Calculations into Academic Unit Totals

  • Using Allocation Memo, create Academic Unit Totals by adding up all FOS calcs in each day and time slot.
  • McCombs shares allocations across the entire college, not just within academic units. For McCombs, also create college totals by adding up all Academic Unit totals in each day and time slot for the college level.
  1. Open NRNW308B calculated allocation report in MS Word. Should be on the scheduling output server.
  2. Save as a MS Word file in the appropriate location on the server. 'CCYYS_allocation calcs combined_mmddyy'
  3. 'Select All' and downsize font to fit the pages (as small as you can stand and still read).
  4. Apply 'Narrow' margins to fit as much text as possible on each page.
  5. Pick the FOS within the academic unit with the highest allocation calcs, 'select', 'copy', and paste at the beginning of the academic unit's fields of study table. Only need 8am-430pm timeslots for prime time.
  6. Change the label for the new table to the academic unit label as it appears in the allocation memo.
  7. Indicate the max number of allocations per the memo allowed for the academic unit.
  8. For each day/timeslot, add combined total for all FOS within the academic unit/college.
  • Do not overlay/delete the supporting data; only add new combined data. Change the font color for the FOS tables to a lighter grey to make it 'disappear'.
  • Use the 'column' feature in MS Word to fit as much as possible on each page. 2 columns max.
  • Delete all unnecessary text like repeated page headers and numbers, blank lines, -----, etc.
  • Using the 'Page Layout' tab in MS Word, insert 'column' break to force text to the top of the 2nd column.
  • Insert 'page' break to force text to the top of the 1st column on the next page.
  • Try to keep academic unit info together on one page, when possible.
  • See example: \\austin.utexas.edu\disk\reg\Registrar\Course Scheduling\2. Production Phases\Allocation-process\Example Allocation Reports

Allocation Calculation (Pivot Table)

  • Copy information from NRNW308B and paste into a new text file
    • To save time you can use 1 text file and delete old info, after using, then paste new info and save.
  • Delete everything outside of 800-500 except first header

  • Import text file into excel as fixed width to create columns (select with headers)
  • Choose Insert pivot table (make sure it selects only populated fields)
  • Move NEW TIME to Rows
  • Move MTWThF into values
    • If necessary Change Value=count to sum for each value (Click on one of values, click value field setting, change to sum)


Enforcing Allocation in the Course Schedule during GPC Assignment

post-Original Allocation check

Use the post-Original Allocation reports while working RTBS. If run out of rooms for a certain timeline, reference it for departments' GPC requests exceeding allocation. Try to assign remaining GPCs to departments NOT exceeding allocation.

post-HAL/RTBS Allocation check


As you remove GPCs

  • Pencil in the updated allocation calculations on the Allocation Calc doc to help track how many more classes need to have their GPCs removed to comply with their allocation.
    • (example: 8 11  )
  • Keep a running list of classes from which you removed the GPC in case you need to go back later and make adjustments.
    • Include unique/csn, days, from-to time in your notes. (example: 12300/1001111 MW 10-12)
    • Include notes re TL2/3 'with' CSNs
  • Timeline Changes:
    • Remove GPC building and room from unique number on COUNTS doc (Ripple to XLs, if applicable). Remember that Room Shares DO NOT ripple, EVEN if you tell CM to ripple changes. Update all related sections.

Leave TL note: 'Home dept over allocation @TL[#]'  (include XLd sections)

    • Leave a log note: 'CSP [XL Home] Dept GPC requests exceed allocation for this TL.'

    • Do all of the above for TL2/3 'with' CSNs
  • Leave scheduling and timeline comment (Including XLd  and TL2/3 'with' sections)

    • Scheduling comment: Home dept over allocation @TL[#]. Search for and request a GPC during Chair Proof.'

    • Timeline comment: Over Allocation @TL[#]

Methodology for choosing GPCs to remove to enforce allocation

  • Remove GPCs from non-standard timelines over standard timelines.
  • Remove smaller capacity GPCs. It will be easier for these smaller classes to find rooms during Chair Proof.
  • Remove discussions/second timelines over removing first timeline lectures.
  • Remove GPCs from classes that are not using the room efficiently over those that are.
  • Remove GPCs that we assigned during RTBS over those classes that got their original room request.
  • Try to avoid removing a GPC from the priority department for that GPC, if possible.
  • Don't remove Welch rooms without consulting management.
  • Classes not getting GPCs due to no GPC available (ie, dept is NOT over allocation) should be a non-standard TL
  • Can consider room size when enforcing allocation and no large GPCs available for depts. within allocation. Pick dept using several large GPCs in the TL, and remove one or two due to allocation. Consult w mgmt. for questions.


Verifying Accuracy of Allocation Enforcement

  1. …

Publishing GPCs scheduled & not scheduled due to allocation enforcement

  1. After all GPCs have been assigned and all changes made, BEFORE wiping out TL notes, pre-CP distributed, pull All-Sections.
  2. Create a Combined TLs All Sections spreadsheet from the All-Sections.
  3. Save as 'CCYYS Chair Proof Distributed GPCs Assigned' report.
  4. Filter for 'GPC' = 'X'.
  5. Filter for bldg/room=non-blank.
  6. Filter out sections scheduled in GPC departmental control time (partial control TLs)
  7. Save as 'CCYYS Chair Proof Distributed GPCs Assigned' report. Double-check for accuracy
  8. Unfilter and refilter the original spreadsheet.
  9. Save as 'CCYYS Chair Proof Distributed No GPC Assigned' report
  10. Filter for TL notes with 'allocation' and 'DNS'/'no GPC assigned'-type notes. Be sure to include all XLd sections, not just 'Home' sections.
  11. All sections should have TLs in the '<blank>/ <blank>' bldg/room. If not, stop and check for GPC switch. Update to blank bldg./room, if applicable. Do not leave GPC bldg./blank in the timeline, and none should be 'GPC'='X'.
  12. Change TL 'NOTES' column label to 'REASON NO GPC ASSIGNED'

  13. Change hodge-podge of notes to consistent messaging by reason [Over Allocation/No GPC]:

    • Over Allocation

    • Over Allocation (Home Dept XL)-[find these by filtering for SA XLs]

    • No GPC request per TL
    • No GPC orphaned XL (home cancelled)
    • No GPC short course
    • No GPC off campus
    • No GPC CL/AE=0
    • No GPC requested dept control time
    • No GPC available @non-std TL & large size
  14. Save as 'CCYYS Chair Proof Distributed No GPC Assigned' report. Double-check for Accuracy.
  15. Publish the 2 reports to Canvas when ready.


Calculating Allocations for Upcoming Cycle Based on Current Fall

  • See Allocation Calculation Methodology to understand basic allocation principles
  • GPC dataset should match current/live Fall GPC list. Omit GPCs not available (construction, media renovations, etc.)
  • NRNW308A should run for current/live Fall semester.
  • Advanced Excel skills are needed for this task.
  • Calculation spreadsheet heavily relies on formula calculations. MUST understand how these work to do this task.
  1. Create Allocation Calculation Spreadsheet by copying last year's as a starting point. (Open, then 'Save As' CCYYS_Allocation Spreadsheet in future fall YYS Allocation/YYS folder.)
  2. Rows 1-7 edits:
    1. Copy/type live CCYYS labels and numbers from Column 'E' into column 'F'. Column 'F' should match column 'E', but not be derived from calculations like in column E.
    2. Update labels in column 'B' for current date and future CCYYS.
    3. Count to determine total unadjusted number of GPCs on the GPC list available for the future Fall CCYYS. Enter this total into cell 'E5'.
  3. Remove all Red/Green cell highlighting and borders to indicate Loss/Gain info
    1. Select all cells. Select 'No Fill' for cell background colors.
    2. Select date cells/rows for all academic units. Select 'No Border' for all.
  4. Update column 'B' academic unit labels. Need to know new FOSs being added, dropped, and any other academic unit changes/moves for the future Fall/cycle in order to complete this task.
  5. Copy/type live CCYYS calculated numbers from Column 'G' into column 'H'. Column 'H' should match column 'G', but not be derived from calculations like in column G.
  6. Copy/type live CCYYS calculated numbers from Column 'J' into column 'K'. Column 'K' should match column 'J', but not be derived from calculations like in column J.
  7. Copy/type live CCYYS calculated numbers from Column 'L' into column 'M'. Column 'M' should match column 'L', but not be derived from calculations like in column L.
  8. Using the combined allocation calcs report created when combining totals by academic unit, enter the 'DEPARTMENT TOTAL' of 3-hr class equivalents in GPCs into column 'C' for each academic unit.
  9. Column 'A' should have a '1' at each college level and a '1' for every fourth zero allocation academic unit within its college. This usually totals to be about 20.
  10. Allocations should be calculated at this point with the help of formulas already in place.
  11. Highlight loss/gains in red/green if helpful.
  12. Holistic adjustments can be made by changing the rounding point in column G's formula.

Publishing Allocations for Upcoming Cycle Based on Current Fall


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