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PowerScheduler Checklist

posted Jan 12, 2009, 9:01 AM by Lawrence Esplin

Power Scheduler Quick List

Some of the links on this page access PowerSchool's built in help. If you do not have an active PowerSchool session they will not be available. PowerSchool helps can also be accessed by selecting the ? icon left of the Logout button in PowerSchool.

General Setup

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Resources
Resources include Courses, Rooms, Students and Teachers. Students will only be available if their next school and next grade are set correctly to your school. Some of the resources can be setup using the functions in the Tools menu.
Student Requests
Master Schedule
  • Copy Current Year to PowerScheduler - Use reports and Print Master Schedule to view
  • Delete sections not offered in new year
  • Create new sections
  • Modify Sections for new year
  • Print the new Master Schedule using PowerScheduler Post Build Reports and compare it to your scheduling board
Load Precess
Commit (Make sure you are ready)
Commit Only when all students are scheduled in PowerScheduler. This process moves Master Schedule, Terms, Periods and Student Schedules to PowerSchool from PowerScheduler. This should be the las step in the scheduling process.

PowerSchool Check List

The Load Process in PowerScheduler assigns sections to students, i.e. "loads" students into the framework of the master schedule. When the Load is complete, students should have schedules for the upcoming school year. PowerScheduler is designed to create schedules that are close to ideal, but not perfect. As a result, manual modifications before committing are common.

The "Load Only" option in PowerScheduler is appropriate for schools that want an automated process to schedule students into classes, but not to create the master schedule. These schools usually create the master schedule using one of the following two methods:

  1. Manually create the master schedule.
  2. Copy the master schedule from a previous year.

Instructions for copying the master schedule are provided in the first section of this article.

Preparation

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Note: The processes in the table below must be performed in the order listed.

ProcessRequiredDescription
Auto. Scheduler Setup
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Use the Auto Scheduler Setup function in PowerScheduler to create your scheduling scenario at Start Page > PowerScheduler > Auto. Scheduler Setup. The scheduling scenario is the basic framework for your schedule before sections and students are added. The scenario includes the terms, periods, days, and courses for the schedule. It is strongly recommended to run the function at every school in the District, regardless of whether the school uses PowerScheduler. Refer to Knowledgebase Article 9892for instructions.
Set Schedule Year
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Use the Set Schedule Year function to associate the scenario with the Years & Terms created using the Auto. Scheduler Setup. The function  is located at Start Page > PowerScheduler > Functions > Set Schedule Year. Refer to Knowledgebase Article 7297 for instructions.
Copy Master Schedule
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Use the Copy Master Schedule function to copy the schedule from a previous school year. The function  is located at Start Page > PowerScheduler > Functions > Copy Master Schedule. This function copies sections into the schedule, including all associated settings, such as expression, room, teacher, term, etc. Refer to Knowledgebase Article 8270 for instructions. Make sure to run any Auto Generate functions after copying the Master Schedule. Refer to Knowledgebase Article 6516 for more information.

Setup

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Note: It is necessary to setup new courses and student scheduling preferences before entering student course requests.

ProcessRequiredDescription
Parameters
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Setup the items listed at Start Page > PowerScheduler under Parameters in the left-hand frame. The required parameters were setup by the Auto. Scheduler Setup function: Catalogs, Days, Periods and Years & Terms. Use the PowerSchool Online Help for instructions on setting up each item. Access PowerSchool Online Help by clicking on the question mark in the upper right-hand corner of the screen.
Load Constraints
 
Define Load Constraints by navigating to Start Page > PowerScheduler > Constraints. Use the PowerSchool Online Help for instructions on setting up each item. Access PowerSchool Online Help by clicking on the question mark in the upper right-hand corner of the screen.
New Courses Add new courses to PowerSchool at Start Page > District > Courses. New courses must be  associated with the course catalog on the live-side and then associated to the catalog in PowerScheduler. Refer to Knowledgebase Article 10976 for instructions.
Rooms
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Create the appropriate rooms for the schedule. Rooms are associated with sections during the Copy Master Schedule process, however they may still need to be created for the current scenario. The master schedule and rooms are directly related: if rooms are not valid, sections will not display in the master schedule. To mass create Rooms, navigate to Start Page > PowerScheduler > Functions > Auto Generate Rooms. To manually create a Room, navigate to Start Page > PowerScheduler > Rooms > New.
Teacher Scheduling Preferences
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The mandatory scheduling fields for teachers are Schedule This Teacher and Maximum Consecutive Periods. For instructions, refer to Knowledgebase Article 10982.
Student Scheduling Preferences
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The mandatory student scheduling preferences are Next SchoolNext Year Grade and Schedule This Student. Student Scheduling Preferences should be completed before entering student requests in order to associate requests with the correct school and year. For instructions, refer to Knowledgebase Article 10982.
Course Requests
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Note: It is necessary to setup new courses and student scheduling preferences before entering student course requests.

Student course requests must be entered before running a Load. For instructions on how to enter course requests for students, refer to Knowledgebase Article 6276. Students can enter their course requests via the PowerSchool Public portal using a course request screen. Student course request screens are setup in PowerScheduler. Refer to Knowledgebase Article 11005 for instructions.

For additional information on student course requests, refer to the Student Course Request Scheduling Guide in Knowledgebase Article 11123


Load 

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Note: It is recommended to perform the following processes in the order listed.

ProcessRequiredDescription
Review Master Schedule
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Review the Master Schedule by navigating to Start Page > PowerScheduler > Master Schedule and make final manual modifications.
Load Validation
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Once the schedule is complete and students have entered requests, run a load validation. Navigate to Start Page > PowerScheduler > Load and check the box for Validate only, then submit the page. The PowerScheduler engine will run a load without actually creating any student schedules. Review Load errors or warnings in the Load Results Log. For more information, refer to Knowledgebase Article 10981.
Load
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Once your Load validation returns without errors, run a load by navigating to Start Page > PowerScheduler > Load. Refer to the PowerSchool Online Help for details on the options listed on the Load page. Access PowerSchool Online Help by clicking on the question mark in the upper right-hand corner of the screen.
Import Results
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To view student schedules in PowerScheduler, it is necessary to import the results. Navigate to Start Page > PowerScheduler > Load. If you are satisfied with the details in the Load Results Log, then click on "Import" to transfer the data into PowerScheduler.

Commit

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Note: It is necessary to complete all scheduling processes before committing the schedule.

ProcessRequiredDescription
Reports
 
PowerScheduler includes a group of reports designed for analyzing data after running a Load. To access the reports, navigate to Start Page > PowerScheduler > Reports > Post-Build Reports.
Re-Load
 
If you need to make changes that affect student schedules, such as courses, sections, load constraints, etc., it is possible to run the Load again. Note: Running a second Load will change all student schedules that were previously imported. To preserve changes, refer to the section "Reschedule" below.
Manually Schedule
 
PowerScheduler is designed to create a workable schedule close to ideal. In most scenarios, it is necessary to make manual modifications in order for the schedule to be complete. Note: Running a Load after making manual modifications will change all student schedules, disregarding the modifications. To preserve changes, refer to the section "Reschedule" below.
Reschedule
 
In order to run a Load for a specific group of students, navigate to PowerScheduler > Students and create a selection. Next, navigate to PowerScheduler > Load. Select the option "Reschedule the selected x students."
Before Committing
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When the schedule is complete and school is out of session, the final step is to Commit the schedule from PowerScheduler to the live-side. Before committing, verify that there is a current backup of your PowerSchool data. Also, verify that the End-of-Year (EOY) process has not been run. If EOY has been run, refer to Knowledgebase Article 9687.
Commit the Schedule
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To commit your schedule, navigate to Start Page > PowerScheduler > Commit. It is possible to replace student schedules, sections, or both.

 

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