Draft for validation. Please review with Sue or the named owner. Corrections will be captured in workshop registers — not edited on this page.
PF07 — Instrumental timetable (secondary) + room matrix
| Field | Detail |
|---|
| Features | F07, F06, F40 (absence gate), F08 (academic cross-check) |
| Primary owner | G05/G04 tutors → G01 Sue (room matrix) |
| Frequency | Weekly (tutors); daily/termly (office) |
| Source | Sessions 1–3; Monday-Analysis.md |
| Status | Draft — validate with Sue; Anthony Chen (Wed) for tutor slice |
Purpose
Tutors propose when they teach each boy; Sue turns approved grids into room/studio placements and a published day view for the school. School-wide absence data gates whether tutors may mark lesson absences (~10:00).
Trigger / when
| Cadence | What starts the work |
|---|
| Weekly | Tutors submit/update instrumental staff timetable (often before weekend; Bob: “never fail Friday”) |
| Daily | Sue builds/updates room matrix for next school day (Monday placements visible as pink rows) |
| Daily ~10:00 | School absence CSV available → import to FM |
| Termly | Academic class import (Maze); Events to Avoid refresh (see PF09) |
Who is involved
| Role | Does what |
|---|
| Tutor (G04/G05) | Paste/save weekly grid; export; mark absences after list import |
| Sue (G01) | Room matrix; imports; clash checks; staff portal lesson CSV upload |
| HOD (G14) | May use variations — not primary on weekly TT submit |
| Sheng (G09) | Absence CSV to FM; reports CSV (separate — PF27) |
| Parents/school | Receive “boy absent from period X” via export/portal — not tutor email (high school) |
Process steps (happy path)
A — Tutor weekly submit (F07)
- Tutor opens Instrumental Staff Timetable (dropdown lists active teachers — includes salaried who teach).
- Select self; load prior week or default timetable (paste/save).
- Adjust slots; green Events to Avoid visible (sources: Levin/Maze + Outlook — PF09).
- Export — system thanks tutor; export may be blocked if exam-period or out-of-hours clash rules fire (BR-U18?).
- Export feeds Sue’s scheduling (not live to parents).
B — Sue room matrix (F06)
- Sue uses room/studio matrix fed by tutor exports, ensemble TT, class import.
- Places Monday (or day) lessons in matrix; pink rows = that day’s placed lessons.
- Casual room booking allowed for staff (initials only; strict limits).
- Publishes next-day view; uploads staff portal lesson CSV (F41) afternoon.
C — Absence marking (F03 + F40)
- ~10:00: school absence CSV from IT (Sheng) → Sue imports via Da Capo path.
- Tutor may mark lesson absence; chooses roll code affecting charge (BR-U19?).
- Until import: tutors cannot mark absence (PP09).
Variations & exceptions
| Situation | What happens |
|---|
| Tutor changes “default” week | Blue button saves new default |
| Boy in exam period / OOH clash | Export blocked — validate rules with Sue |
| Lesson time negotiated outside FM | Parent/teacher agreement — M13 |
| Primary schools | Different PF — DBA-built 5-day TT; not this tutor flow |
Outside FileMaker
| Item | Ref |
|---|
| Staff portal daily lesson CSV | F41, I14 |
| Remote desktop for off-campus tutors | F32, PP03 |
| Lesson negotiation email/phone | M13 |
Business rules (draft)
| ID | Rule |
|---|
| BR-U18? | Block export if exam period or in-hours OOH clash |
| BR-U20? | A–F: same period ≠ same missed academic subject |
| BR-U21? | School absence list required before peri marks absence |
Pain points / risks
| ID | Note |
|---|
| PP03 | Remote access |
| PP09 | 10:00 absence gate |
| PP20 | Academic vs instrumental TT mental load (Sue) |
| R13 | Primary schools not on tutor flow |
Open questions (validation)
- LR03/I12: exported TT folder vs paste/save — which is live for term build?
- Confirm Events to Avoid merge: Outlook vs Levin/Maze (PF09).
- Exact export audit log name and retention (RP04).
- Anthony: which buttons/screens are unused?
Register links
F07, F06, F03, F40, F41, F08, F09, I01, I14, M11, M12