If timetable scheduling and substitution planning is not carried out by one and the same person, and therefore the two persons work on two .gpn files at the same time, a data reconciliation of timetable scheduler and substitution planner may become necessary. Untis supports the data reconciliation through the "Substitution import" function.
Go to "File | Import/Export | Untis | Import cover planning data" in order to import substitution data from a second .gpn file.
Enter the name and the path you want to import the substitution data from into the import dialogue window popping up.
From this file, all data regarding substitution planning are imported for the entire school year. All absences, events, substitutions, shifts, special duties, etc.
Additional import of substitution data
When importing substitution data, you optionally can keep the already existing substitutions. This is mainly for big schools useful working decentrally with the "Department timetable" module to merge all substitution data in one overall file.
The import is completed when the import dialogue window is closed.
How to import substitution data and terms
At the beginning of the school year, many schools create a temporary timetable losing its validity after one or two weeks and which is then replaced by a definitive timetable. In the first weeks, cover planning is done on a daily basis while the timetable scheduler is already working on the new timetable. After two weeks, the new timetable and the already created substitutions are to be merged to one file.
We recommend the following procedure for the reconciliation of timetable and substitution data.
- Create a new timetable (schoolyear.gpn). The substitution planner starts with this file in the first days of the school year.
- The timetable scheduler takes this file, inserts a new term (e.g. starting with 28 September), changes the timetable in the new term, and saves the file under the name schoolyear_new.gpn.
- On the first day of the new period, the timetable scheduler hands the schoolyear_new.gpn file over to the substitution planner. He/she imports the substitution data from the schoolyear.gpn file. From this moment on, the substitution planner continues his/her work on the schoolyear_new.gpn file.
For additional information on "Terms and Cover planning" read the respective chapter of the module manual.
Untis MultiUser provides the possibility that the timetable scheduler works at the new timetable (in the new period) and the substitution planner schedules substitutions at the same time. You only need to check the box "Restrict cover planning to the current term" (Settings | Miscellaneous | Multiple terms).