Copy shifts

In Fénix it is possible to copy shifts (schedules) of a previous school year.

By copying shifts from a previous school year it is possible to reduce the time and procedures required to create shifts in the school year of destination, in cases where the basic information of the shifts does not undergo major changes from one academic year to another. However, the copied information must always be revised to be completely suited to the school year of destination.

Colors to indicate information on the copy page of the shifts

Green – The information can be copied.
Red – The information cannot be copied.

Only the following columns of the Shifts section at the origin will be marked , with the following colors, because this is the information that can be copied/reproduced at the destination:

Shift;
Type;
Classes;
Classes.

Shift

Shifts can only be copied when the source and destination execution units depend on the same unit of competency.

When there are shifts on the target execution drive, you will no longer be able to copy shifts to that execution unit.

In conclusion, a shift can be copied if:

the source and destination execution units depend on the same unit of competence;
in the target execution unit there are no shifts yet.

In this case, the turn will be shown with the color green. Otherwise, the turn cannot be copied and will be shown with the color red.

Type

When the source shift can be copied, the shift type is shown with the color green and will be assigned to the target shift. When the source turn cannot be copied to the destination, the shift type is shown with the color red.

Classes

Membership of a class to a shift can be played back on the copied shift if the class exists with the same name at the origin and destination. In this case, the class is shown with the color green.

In case the class does not exist in the target year, the class membership with the target shift cannot be reproduced so that the class at the origin will be shown with the color red and the shift will be copied without the membership to that class.

Classes

When the home shift can be copied, the classes planned in the year of origin will be created on the same days of the week and with the same start and end times, but with the appropriate dates for the execution period of the target year. In this case, the classes are marked with the color green.

When the origin shift cannot be copied to the destination, the planned classes are marked with the color red.

Replacement and extraordinary classes that exist in the year of origin are not shown on this page nor will they be copied to the target year.

Preparations for copying shifts

In the process of copying shifts from a previous school year to a new school year that is under planning, the following procedures must be carried out.

Execution units

The execution units must have already been created (in the Planning portal) in the school year of destination.

Association/union of execution units

Unions /associations of different course execution units do not play back when shifts are copied.

Thus, unions/associations of execution units that exist at the source and have to exist also at the destination must be made (in the Planning portal) before copying shifts so that the classes in the destination are properly associated. If it becomes necessary to create unions/associations of execution units different from those of the year of origin after copying the shifts, it is necessary to associate the classes with the shifts by accessing each shift and associating class with the class.

Classes

Classes in the target school year must be created (in the Resource Management portal) before copying the shifts. In this way, classes that match between source and destination will be automatically associated with copied shifts. If there are no classes at the destination the copying process will not be prevented, however, the shifts will be created without associated classes and the association of classes to shifts must be done later by the process that already exists (access each shift and associate the required classes).

In the school year of destination, classes that correspond to the classes of the year of origin must be created with the same names in each course so that the system, when copying shifts, can list the classes of the school year of origin with the classes of the school year of destination, since only the classes whose names correspond between the school years of origin and the students will be associated with the shifts copied to the destination. fate.

If it is necessary to create classes in the school year of destination with names that do not exist in the year of origin (e.g. new classes), then it is necessary to join these classes, one by one, with their shifts as already done. On the contrary, if it is necessary to reduce the number of classes compared to the year of origin, just do not create the unnecessary classes.

Procedures for copying shifts

To copy shifts from one year to another, there are two features in the system. However, the end result is the same.

The features are:

Copy shifts ( Resource Management portal -> Copy shifts);
Copy shifts from the previous year ( Resource Management portal -> Manage schedules -> Shifts -> Copy shifts from the previous year).

The following are the procedures for each of the features.

"Copy shifts" feature

Summary

Authenticate to Phoenix (https://fenix.iscte.pt;
click on the Resource Management portal;
in the left side menu, in the Times section, click Copy shifts;
indicate the Origin and Destination of the shifts to be copied;
click the Copy Shifts button to the destination.

Detail

After authenticating to the Phoenix (https://fenix.iscte.pt), you must click the Resource Management portal.

Next, in the left side menu, in the Times section, you should click Copy Shifts.

At this point, you will find it on the page where the shifts are copied. On this page, the information is organized in the following sections: Origin, Shifts at source, Destination and Shifts at destination.

Section "Origin"

In the Source section, the following fields are shown:

Semester;
Type of course;
Execution Course;
Execution unit.

In this section, you will find information on the school year of origin of the shifts to be copied:

the Semester field is automatically filled in with the current implementation period (semester/academic year) (origin of the shifts to be copied), however, if you wish, you can change it;
in the Course type field, you must choose the type of course whose shifts you want to manage;
in the Course Execution field, you must choose the course whose shifts you want to manage;
the Execution unit field allows you to indicate a unit of execution when you want to copy only the shifts of that execution unit. If you do not indicate an execution unit, then all the shifts of the execution units belonging to the execution period of the origin course indicated regardless of the curriculum year will be copied.

The list of shifts found, according to the criteria indicated in the fields in this section, is shown in the section indicated below Shifts at source.

Section "Shifts at source"

In the Shifts at origin section, the shifts found in the school year of origin are listed taking into account the criteria indicated in the previous Origin section.

In this section, the following columns are shown:

Execution unit: if an execution unit is not indicated in the Source section, all the implementation units for the indicated semester regardless of the curricular year shall be listed, on the contrary, if an execution unit is indicated in the Origin, then only that execution unit shall be listed;
Shift: if an execution unit is not indicated in the Source section, all shifts of all the execution units of the indicated semester regardless of the curricular year are listed, on the contrary, if an execution unit is indicated in the Origin, then all shifts of that execution unit will be listed only;
Type: indicates the type of classes of each shift in origin;
Classes: indicates the class(s) associated with the home shift. If the source execution unit is not connected with one or more units of execution of other courses, only classes of the origin course will be indicated, otherwise, if the execution unit is connected with one or more units of execution of other courses, then classes of any of the courses of the implementing units that are joined may be indicated;
Execution Course: indicates the course(s) of the Source execution unit(s). If the execution unit of the source course is not connected with one or more execution units of other courses, the source course is shown, otherwise if the execution unit is joined with one or more execution units from other courses, then the courses of all the execution units that are joined together will be shown.
Classes: indicates the day of the week and the start and end time of the classes of each shift. There may be more than one class per day and more than one day of the week on each shift. When the character "-" is shown, it means that classes have not been defined on the source shift, so classes will also not be created on the target shift (copied shift).

Section "Destination"

In the Target section, the following fields are shown:

Semester;
Type of course;
Execution Course;
Execution unit.

In this section, you will find information on the school year of destination of the shifts to be copied:

the Semester field is automatically filled in with the same semester of the school year following the current one (destination of the shifts to be copied), however, if you wish you can change it;
in the Course type field, you must choose the type of course whose shifts you want to manage;
in the Course Execution field, you must choose the course whose shifts you want to manage;
the Execution unit field allows you to indicate an execution unit when you want to view only the shifts of that execution unit that already exist in the target school year. If it does not indicate an execution unit, all shifts (if any) of all execution units belonging to the target course run period regardless of the curriculum year will be listed.

To change the field data in this section, click the Edit button and choose the data in each field. When choosing the data from each field the page information will be updated automatically.

The list of shifts found, according to the criteria indicated in the fields in this section, is shown in the section below Shifts at the destination.

Section "Shifts at destination"

In the Shifts at destination section, the shifts found in the target school year of the shifts to be copied are listed, taking into account the criteria indicated in the previous Destination section.

In this section, the following columns are shown:

Execution unit: If no execution unit is indicated in the Destination section, all shifts of all the running units of the indicated semester regardless of the curricular year are not listed, on the contrary, if an execution unit is indicated in the Destination section, then only the shifts of that execution unit will be listed;
Shift: if an execution unit is not indicated in the Destination section, all shifts, which already exist at the destination, of all the running units of the semester indicated regardless of the curricular year are not indicated, on the contrary, if an execution unit is indicated in the Destination section, then all shifts, which already exist in the Destination, will be listed, only of that unit of execution;
Type: indicates the type of classes of each shift that already exists at the destination;
Classes: Indicates the class(s) associated with the shift that already exists at the destination. If the target execution unit is not connected with one or more units of execution of other courses, only classes of the target course will be indicated, otherwise, if the execution unit is connected with one or more units of execution of other courses, then classes of any of the courses of the execution units that are joined may be indicated;
Execution Course: Indicates the course(s) of the target execution unit(s). If the target course execution unit is not joined with one or more execution units from other courses, the target course is shown, otherwise if the execution unit is joined with one or more execution units from other courses, then the courses of all the execution units that are joined together will be shown.
Classes: indicates the day of the week and the start and end time of classes for each shift that already exists at the destination. There may be more than one class per day and more than one day of the week on each shift. When the character "-" is shown, it means that classes have not been defined on the target shift.

After completing the two Source and Destination sections, to copy the shifts you must click the Copy Shifts button to the destination at the bottom of the page, and then confirm that you want to continue the action.

After confirming the action, wait a few seconds for the shifts to be copied and the page is automatically updated. After updating the page, in the Shifts section at the destination, all shifts will be shown (the shifts that eventually already exist and the shifts that have just been created).

Check in the Shifts section at the destination the information that appears for each shift and, if necessary, access each shift in the usual way (Portal Resource management -> Manage schedules -> Shifts) and make the corrections that are considered necessary.

If you do not confirm the action, the system will continue to show the page for copying shifts with the information you have indicated.

Warnings

In case there are no holidays entered in the system, in the calendar year of the beginning or end of the class period, the shifts will not be copied. In this case, after clicking the Copy Shifts to destination button , you will be shown the warning that there are no holidays in the respective calendar year yet. You should then contact the It Services in so that the situation is properly addressed.

"Copy previous year's shifts" feature

Summary

Authenticate to Phoenix (https://fenix.iscte.pt;
click on the Resource Management portal;
in the left side menu, in the Schedules section, click Manage times;
choose the Run period and the type of course in which you want to create shifts/times;
in the course line, in the desired curricular year, click shifts;
click Copy shifts from the previous year;
check the Origin and Destination and correct it if necessary;
click the Copy Shifts button to the destination.

Detail

After authenticating to the Phoenix (https://fenix.iscte.pt), you must click the Resource Management portal.

Next, in the left side menu, in the Times section, you should click Manage Times. A page of courses managed by the school to which it belongs will then be presented, showing, by default, the degrees in the current implementation period (semester/academic year). If you want to view another type of course or a different lead period, you can do so as follows:

in the Column Choose a type of Course, you must click on the type of course you want (e.g. "Master","Graduate", etc.);
in the Choose a lead period column, you should click on the desired execution period (e.g. "2014/2015 – 1st Semester").

The page will then be updated with the list of courses of the desired type in the indicated execution period.

Next, in the desired course line, in the column of the curricular year in which you want to manage the shifts, click the Shifts link to view the page of the shifts of the execution units according to the criteria indicated so far.

At the moment, you are on the course shifts page, in the execution period and curriculum year that you want to manage. On this page is the feature that allows you to copy shifts from a previous year.

Thus, to copy shifts from a previous year in the Shift Management section, click the Copy shifts from the previous year link shown in the previous image. You should wait a few seconds for the new page to refresh. Then will be shown all the shifts of all units of execution of the course, whose semester and school year correspond with the indicated.

On this page, where the shifts are copied, the information is organized in the following sections: Origin, Shifts at source, Destination and Shifts at destination.

Section "Origin"

In the Source section, the following fields are shown:

Semester;
Type of course;
Execution Course;
Execution unit.

In this section, you will find information on the school year of origin of the shifts to be copied. The first three fields (Semester, Course Type and Course Execution) are automatically completed, taking into account the criteria indicated so far, however, if you wish you can change them by choosing the data in each.

The Run unit field allows you to indicate a unit of execution when you want to copy only the shifts of that execution unit.If it does not indicate an execution unit, then all shifts of the execution units belonging to the execution period of the indicated course of origin regardless of the curricular year will be copied.

The list of shifts found, according to the criteria indicated in the fields in this section, is shown in the section indicated below Shifts at source.

Section "Shifts at source"

In the Shifts at origin section, the shifts found in the school year of origin are listed taking into account the criteria indicated in the previous Origin section.

In this section, the following columns are shown:

Execution unit: if an execution unit is not indicated in the Source section, the shifts of all the running units of the semester indicated regardless of the curricular year shall be listed, on the contrary, if an execution unit is indicated in the Origin, then only the shifts of that execution unit shall be listed;

Shift: if an execution unit is not indicated in the Source section, all shifts of all the execution units of the indicated semester regardless of the curricular year are listed, on the contrary, if an execution unit is indicated in the Origin, then all shifts of that execution unit will be listed only;

Type: indicates the type of classes of each shift in origin;

Classes: indicates the class(s) associated with the home shift. If the source execution unit is not connected with one or more units of execution of other courses, only classes of the origin course will be indicated, otherwise, if the execution unit is connected with one or more units of execution of other courses, then classes of any of the courses of the implementing units that are joined may be indicated;

Execution Course: indicates the course(s) of the Source execution unit(s). If the execution unit of the source course is not connected with one or more execution units of other courses, the source course is shown, otherwise if the execution unit is joined with one or more execution units from other courses, then the courses of all the execution units that are joined together will be shown.

Classes: indicates the day of the week and the start and end time of the classes of each shift. There may be more than one class per day and more than one day of the week on each shift. When the character "-" is shown, it means that classes have not been defined on the source shift, so classes will also not be created on the target shift (copied shift).

Section "Destination" In the Target section, the following fields are shown:

Semester;
Type of course;
Execution Course;
Execution unit.

In this section, you will find information on the school year of destination of the shifts to be copied. The first three fields (Semester, Course Type and Course Execution) are automatically completed, taking into account the criteria indicated so far, however, if you wish you can change them.

The Execution unit field allows you to indicate a unit of execution when you want to view only the shifts of that execution unit that already exist in the target school year. If you do not indicate an execution unit, all shifts of all execution units belonging to the target course run period regardless of the curriculum year will be listed.

To change the field data in this section, click the Edit button and choose the data in each field. When choosing the data from each field the page information will be updated automatically.

The list of shifts found, according to the criteria indicated in the fields in this section, is shown in the section below Shifts at the destination.

Section "Shifts at destination"

In the Shifts at destination section, the shifts found in the target school year of the shifts to be copied are listed, taking into account the criteria indicated in the previous Destination section.

In this section, the following columns are shown:

Execution unit: If no execution unit is indicated in the Destination section, all shifts of all the running units of the indicated semester regardless of the curricular year are not listed, on the contrary, if an execution unit is indicated in the Destination section, then only the shifts of that execution unit will be listed;

Shift: if an execution unit is not indicated in the Destination section, all shifts, which already exist at the destination , of all the running units of the semester indicated regardless of the curricular year are not indicated, on the contrary, if an execution unit is indicated in the Destination section, then all shifts, which already exist at the destination, will be listed, only of that unit of execution;

Type: indicates the type of classes of each shift that already exists at the destination;

Classes: Indicates the class(s) associated with the shift that already exists at the destination. If the target execution unit is not connected with one or more units of execution of other courses, only classes of the target course will be indicated , otherwise if the execution unit is connected with one or more units of execution of other courses, then classes of any of the courses of the execution units that are joined may be indicated;

Execution Course: Indicates the course(s) of the target execution unit(s). If the target course execution unit is not joined with one or more execution units from other courses, the target course is shown, otherwise if the execution unit is joined with one or more execution units from other courses, then the courses of all the execution units that are joined together will be shown.

Classes: indicates the day of the week and the start and end time of classes for each shift that already exists at the destination. There may be more than one class per day and more than one day of the week on each shift. When the character "-" is shown, it means that classes have not been defined on the target shift.

After confirming the action, wait a few seconds for the shifts to be copied and the page is automatically updated. After updating the page, in the Shifts section at the destination, all shifts will be shown (the shifts that eventually already exist and the shifts that have just been created).

If you do not confirm the action, the system will continue to show the page for copying shifts with the information you have indicated.

Warnings