DAYS OFF CALCULATOR : VERSION 2.1 FOR DOS : VERSION 1.0 FOR WINDOWS ...the software for after your run cuts! USER'S GUIDE ============================================================================= At the time these versions were released, the new Windows 95 operating system was still being developed. As best we can tell, these versions should be fully compatible with Windows 95. However, as soon as Windows 95 is publicly released, we'll test the calculator for compatibility; if new versions of the calculator are necessary, we'll release them as quickly as possible, and distribute them through the same channels we used for the current versions. For the latest information in this regard, call Days Off technical support at 504/244-9234. ============================================================================= QUICK REFERENCE ----------------------------------------------------------------------------- Calculating off-day combinations: 1. Enter the number of runs on each of the 7 days of the week. 2. Select the workweek length and calculation strategy. 3. Edit the extra-day priority sequence if you wish to change it. Generating reports: 1. If you plan to generate signup sheets or assignment lists, prepare the files containing run information before starting the calculator. 2. If you plan to generate reports using a name list, prepare the name list before starting the calculator. 3. Choose Report. 4. To direct reports to the printer, select Printer. 5. (Windows version only) To direct reports to the Windows clipboard, select Clipboard. 6. To save reports to disk, enter a file name. To use a directory other than the one shown, enter a new path. 7. To start numbering of combinations or extras at a number other than 1, choose First combo or First extra. 8. To enter a line to be printed atop each page, choose Header. 9. To generate signup sheets, choose Signup sheet input data files and enter the full names of the files containing run information. 10. To use a name list, choose Name list and enter the full name of the name list file. 11. To generate reports, choose Summary, Worksheet, CSV, Signup, or Assignment. Getting help: 1. For online, context-sensitive help, press F1 any time. 2. For detailed help, see this USERGUID.TXT disk file. To view USERGUID.TXT without exiting the calculator, DOS users can choose Shell; Windows users can use Write (USERGUID.TXT is too large for Notepad to open). 3. For technical support by phone, call 504/244-9234. COPYRIGHT NOTICE ----------------------------------------------------------------------------- The software and this documentation are copyright 1992-1995 by David Grant -- all rights reserved. However, you may freely copy the software and documentation, provided that you keep the copyright information including address and telephone numbers intact. You may not alter, modify, de-compile, or reverse-assemble the software. The software is neither warranted nor guaranteed. All risk for use of the software and this documentation lies with the user. The Days Off Calculator is freeware. You may not charge for its distribution or that of the accompanying material beyond a nominal fee covering actual copying and distribution costs. If you distribute the software, you must include all accompanying files; for a list of these files, see "Calculator files." (You may omit VBRUN300.DLL if you include a statement that you are so doing and give a location where this file can be obtained.) Trademarks used in this documentation are the properties of their respective owners. Derivative works: To distribute a derivative work as freeware, you must first get written permission from David Grant; and you must give David Grant a copy of the complete freeware package. To distribute a derivative work as shareware and/or for pay beyond a nominal fee covering actual copying and distribution costs, you must first get written permission from David Grant; in this case, there will be a licensing fee. To reach David Grant, write to 5545 Bundy Road, Suite 370, New Orleans, Louisiana 70127-4821, USA; call 504/244-9234; or fax 504/245-1627. The calculator logo (whose design is repeated in the DAYS.ICO icon file) represents a calendar showing a 7-day week (the 7 squares) with two days off (the two shaded squares). CONTENTS ----------------------------------------------------------------------------- Quick reference Introduction Versions covered Installation Calculator files Uninstallation Using the calculator Workweek variations and cycles Extra-day priorities Shell Shortcut keys Data correction Sound Reports Signup sheet/assignment list data files Name lists Sample reports Sample summary report Sample worksheet template report Sample CSV report Sample signup sheet report Sample assignment list report Command keys Changing calculator defaults Filling extra runs Online help Glossary What's new What's new in Version 2.0 for DOS Compatibility Increasing data entry speed Using the DOS version from within Windows Technical support About us INTRODUCTION ----------------------------------------------------------------------------- The Days Off Calculator allocates crew members among the seven days of the week, allowing for different staffing levels on various days and optimizing the off-days assigned to each crew member. The calculator is designed for public transit agencies to use in scheduling bus and rail operators, and uses transit terminology (such as "runs" for daily work shifts and "extras" or "extra board" for floating substitute crew members), but can be used in any crew-scheduling application (retail operations, maintenance, construction, assembly lines, field supervision, telephone coverage, etc.). (For definitions of calculator terms, see "Glossary" in this documentation, or the "Glossary" topic in online help.) If you're scheduling transit operators, use the calculator after completing your run cuts. At this point, you'll know how many daily runs you need on each of the seven days of the week; you'll next need to find out how many operators can be given each combination of days off (such as Saturday/Sunday, Sunday/Monday, Sunday/Thursday, etc. for 5-day workweeks; or such as Friday/ Saturday/Sunday, etc. for 4-day workweeks; or individual days for 6-day workweeks). The calculator produces an optimized solution to this problem (referred to in the transit industry as "rostering"). The calculator can maximize either the number of consecutive days off or the number of combinations with those days off that you consider most desirable. (You can change the most desirable off-day combinations by editing the calculator's initialization file, DAYSDOS.INI for DOS users, DAYSWIN.INI for Windows users.) VERSIONS COVERED ----------------------------------------------------------------------------- This documentation covers both Version 2.1 for DOS and Version 1.0 for Windows. Since we supply both versions on the same disk, we have purposely combined the documentation for both, so that you can easily compare and decide which version best meets your needs. Information specific to one version or the other is always marked as such. Questions? We provide technical support (within reason!) at no charge. Call 504/244-9234 any time, or see "Technical support" for other ways of obtaining support. INSTALLATION ----------------------------------------------------------------------------- Here's how to install the calculator. 1. Did you obtain the calculator directly from Transit Operations Planning and Scheduling, or from somewhere else? From somewhere else: The disk files may be compressed; if so, the vendor should have provided you with a way to decompress them. You'll need to do this before you go on. If you have difficulty with this, Days Off technical support (504/244-9234) will try to assist, but any compression there may be was done by the vendor, and the vendor is your best source for help. If necessary, we'll send you an uncompressed copy of the files at no charge. Directly from Transit Operations Planning and Scheduling: The files are not compressed, and can be used as they are. (In fact, though we don't recommend it, you can run either the DOS or Windows version directly from the floppy disk, without going through any installation at all.) 2. We recommend that you copy the calculator files to your hard disk for use. There are 14 files, which will take about 855K of disk space. To copy the files to your hard disk, follow these steps. * If you're using Windows, select the MS-DOS Prompt icon from the Main group. If you're using a menu program, exit to a DOS prompt. * Type the following, pressing Enter after each line. (If your floppy disk is in B: drive, type b: instead of a:.) md c:\days copy a:\*.* c:\days 3. If you'll be using the DOS version, type the following from the DOS prompt, pressing Enter after each line. (The DOS prompt will not reappear until the end of the process.) This will make the DOS version accessible at any time. copy con c:\daysdos.bat c: cd\days daysdos cd\ [Then press the F6 key, then press Enter.] If you make a mistake during this procedure, press the F6 key, then press Enter. This will return you to the DOS prompt, and you can start this step over again. 4. If you'll be using the Windows version, do the following to make it accessible: * Close the MS-DOS prompt you opened in step 2. To do this, type EXIT and press Enter. * Open the group from which you wish to run the calculator. * From the Program Manager's File menu, choose New, then select Program Item. * Enter the following: Description: Days Off Calculator Command Line: C:\DAYS\DAYSWIN Working Directory: C:\DAYS * Choose Change Icon. Windows proposes an icon; choose OK. * Windows returns you to the Program Item Properties dialog box; choose OK. 5. The calculator is ready for use. To learn how to use the calculator, see "Using the calculator." If necessary, you can use the DOS version with only DAYSDOS.EXE and DAYSDOS.INI, and you can use the Windows version with only DAYSWIN.EXE, DAYSWIN.INI, and VBRUN300.DLL. DOS users, to generate signup sheets or assignment lists, must include a FILES=11 (or higher number) statement in CONFIG.SYS. (If using name lists with signup sheets or assignment lists, the minimum increases to 12.) For installation assistance, check your DOS and/or Windows manuals, see your computer resource person, or call Days Off technical support at 504/244-9234. CALCULATOR FILES ----------------------------------------------------------------------------- Here's a description of each of the calculator files. You can use the calculator without this information; it's here for those who are interested. * DAYS.ICO is an icon file for use with Windows. (The icon is built into DAYSWIN.EXE, and Windows extracts it automatically when you install the calculator into a Windows program group; but it's also provided separately for DOS version users and others who may find it of use.) * DAYS.PIF is a program information file for users of the DOS version who start the DOS version from Windows. * DAYSDOS.EXE and DAYSWIN.EXE are the DOS and Windows program files. * DAYSDOS.INI is an ASCII text file with user-configurable variables for the DOS version. This file must be in the current directory when you start the DOS version. * DAYSWIN.INI is an ASCII text file with user-configurable variables for the Windows version. This file must be in the same directory as DAYSWIN.EXE. * EVALUATE.TXT is an ASCII text file containing an evaluation form, which we encourage you to print out, fill out, and return -- so we can make future versions better! * NAMELIST.TXT is an ASCII text file which you can use to practice generating reports containing name lists. * OVERVIEW.TXT is an ASCII text file containing a quick introduction to the calculator. * USERGUID.TXT is an ASCII text file with detailed calculator instructions. * WEEKDAY.TXT, SATURDAY.TXT, and SUNDAY.TXT are ASCII text files which you can use to practice generating signup sheets and assignment lists. * VBRUN300.DLL is a standard dynamic link library used by the calculator and also by a variety of Windows freeware and shareware. If you already have this file in a directory on your path, you don't need to install it again. There are no separate printer drivers. Calculator printouts avoid graphical or non-standard characters that would require printer-specific instructions. However, see "Compatibility" for information on using the DOS version with PostScript printers. UNINSTALLATION ----------------------------------------------------------------------------- To uninstall or remove the calculator files, simply delete them from your disk. (For a list of the files, see "Calculator files.") The calculator itself does not alter any other disk files when it is used (except when you generate reports on disk). We advise that you not delete VBRUN300.DLL, since this is a standard dynamic link library file used with a wide variety of Windows freeware and shareware programs. (Even if you aren't a Windows user, be sure to keep VBRUN300.DLL if only on floppy disk; you may in the future start using Windows, and want to use Windows programs that require it but don't include it!) You may also wish to: * Delete any report files you created. * Remove the directory containing the calculator files if it's empty. * If you're a DOS user, delete any reference to the calculator in DOSAPP.INI if you have run it from Microsoft Windows; and, if you installed it in Windows as either a program group or program item, delete the group or item. * If you're a DOS user, delete any batch file you created to run the calculator. * If you're a Windows user, delete your calculator program group or program item. * Delete any reference to the calculator in any shells or application launchers into which you installed it. * Edit AUTOEXEC.BAT to remove the calculator directory from your PATH statement. * Delete any installation or decompression program that came with the calculator, if you obtained it from a source other than Transit Operations Planning and Scheduling and the vendor included such a program. USING THE CALCULATOR ----------------------------------------------------------------------------- Here's a general description of how to use the calculator. Succeeding sections provide more detail about these steps and other, more advanced options. 1. If you're a DOS user: * If you did not follow the installation procedure we recommend under "Installation" or make other provisions, change to the directory where DAYSDOS.EXE and DAYSDOS.INI are installed. * From the DOS prompt, type daysdos, then press Enter. If you're a Windows user, simply open the calculator. 2. Set: * The number of runs on each of the 7 days of the week. > You can specify up to 99,999 runs per day. You cannot enter more than 5 digits without first deleting already-entered digits. You can specify a different number of runs on each of the 7 days. > See "Shortcut keys" for a list of keys that speed data entry. > Windows users can enter daily run totals with the mouse by clicking on the appropriate keys on the keypad displayed on the screen. > If you wish to "start over," choose Clear to reset the daily runs for all 7 days to zero. * The workweek length -- 4, 5, or 6 days. * The calculation strategy. To select a strategy, check or uncheck Maximize consecutive. If you uncheck Maximize consecutive, the calculator maximizes the number of combinations with the most desirable days off, at the expense of additional split days off. If you check Maximize consecutive, the calculator maximizes the number of combinations with consecutive days off, at the expense of additional less-desirable days off. > If the calculator's solution without Maximize consecutive checked -- that is, with the most-desirable off-day combinations maximized -- is also the solution that already provides the greatest possible number of consecutive days off, then checking or unchecking Maximize consecutive has no effect. > We recommend that you try both options if you are using 4- or 5- day weeks. With 6-day weeks, either option gives the same results. * Your preferred extra-day priority sequence, if you wish to vary from the default. For details, see "Extra-day priorities." * If your workweek lengths vary, rerun the calculator for each workweek length. For details, see "Workweek variations and cycles." 3. The calculator shows: * The number of combinations with each group of days off. * The breakdown by day of week of any runs that could not be fitted into 4-, 5-, or 6-day combinations. These runs will have to be worked by the extra board, part-timers, regular operators on a day off, etc., on the day shown every week. * The following statistics: > The total number of daily runs per week. > The total number of combinations. > The total number of extra runs. > For 5-day workweeks, the number and percentage of combinations with consecutive days off, with split days off, and with split weekdays off. > For 4-day workweeks, the number and percentage of combinations with consecutive days off, with 2-1 split days off (such as Wednesday/Thursday/Sunday), and with 1-1-1 split days off (such as Tuesday/Thursday/Sunday). 4. If you wish, you can print various reports of the results, or save reports to disk or (for Windows users) to the Windows clipboard, by choosing Report. For details, see "Reports." 5. You can change inputs and prepare reports as many times as you want. To end your calculator session, choose Exit. WORKWEEK VARIATIONS AND CYCLES ----------------------------------------------------------------------------- The calculator assumes that all members of your work crew work the same number of days each week. If this is not the case, split the runs into groups, and work with each group separately. For example: * If you have workweeks of varying lengths, enter data separately for workweeks of each length. For example, if you have both 5-day and 4-day workweeks, enter the data for those runs which you intend to combine into 5-day workweeks, then clear that data and enter the data for those runs which you intend to combine into 4-day workweeks. * If you use part-time operators, set aside the runs to be worked by the part-timers for separate treatment, and use the calculator to set up off- day combinations for your full-timers. The calculator also assumes a 7-day cycle of work shifts -- that is, that each crew member works the same days and times each week. If you use a multiple-week cycle, calculate off-day combinations on a weekly basis, then set up a rotation in which each crew member works each combination in turn. If your crew members work varying numbers of days during different 7-day periods within a multiple-week cycle (for example, alternating 5-day and 4-day weeks), you'll need to adjust the calculator's results manually. In this case: 1. Multiply your total number of crew members by the longest workweek length. 2. Apportion this number of runs over 7 days, allowing on each day your needed number of runs, and adding additional "phantom" runs to make up the total. For example, suppose you have 7 runs per day on each of the 7 days, and 12 operators who work either 4-day or 5-day weeks. You therefore need a minimum of 49 runs per week, but you should input a total of 12 times 5 or 60 runs. The 11 "phantom" runs should be apportioned among the 7 days. For example, you may apportion 2 "phantom" runs per weekday and 1 on Saturday; in that case, you will input 9 runs per weekday, 8 per Saturday, and 7 per Sunday. 3. When you group your daily runs into combinations, you won't have enough daily runs. The shortfall will match your "phantom" runs. Make up this shortfall by assigning an extra day off where each "phantom" run would otherwise go. 4. As explained above, set up a rotation in which each crew member works each combination (with different combinations thus involving different workweek lengths) in turn. If you use this procedure, we recommend that you develop signup sheets and assignment lists manually, rather than using the calculator. If you do use the calculator for this purpose, you could, in the run information files, enter "Off" as the information for each "phantom" run, but there is no guarantee that "Off" runs will be distributed evenly among the combinations; your workweek lengths could be as short as zero days! (You can, however, use the calculator to develop templates for these reports, by setting up a file with nothing but carriage returns -- hence, blank lines -- and specifying it as your run information file for every day of the week.) You will also want to develop signup sheets and assignment lists manually if, rather than (for example) an 8-hour daily guarantee, you pay full-time employees (for example) a 40-hour weekly guarantee with short and long runs on different days combined to total 40 hours. Again, this is because the calculator does not examine the information about each day's runs before setting up combinations (it treats the information in the run information file simply as text). EXTRA-DAY PRIORITIES ----------------------------------------------------------------------------- By default, the calculator, as much as possible, assigns extra runs during the middle of the week, when your absenteeism is presumably lowest and you thus have the greatest number of extra board operators available. The calculator shows the extra-day priority sequence for the currently-selected workweek length. However, you may wish to change this priority. The most common reason for doing so is that setting Monday and Friday as priority days will often produce more consecutive days off. To change priorities: 1. Make sure that the currently-selected workweek length is the one whose priority you wish to change. (To change the priority for more than one workweek length, repeat the change process for each workweek length whose priority you wish to change.) * Priorities are shown as a string of 7 digits -- 1 for Monday, 2 for Tuesday, and so on through 7 for Sunday. The left-to-right sequence indicates highest to lowest priority. The default priority for 4-day weeks is 2314567, so that to the extent possible, any extras needed are assigned first on Tuesday, then Wednesday, then Monday, and so on. The default for 5-day weeks is 3241567 -- first Wednesday, then Tuesday, then Thursday and so on. The default for 6-day weeks is 3425167. 2. Enter the new sequence (or edit the old one). Use the 7 digits from 1 to 7 in the sequence of your choice, following the same format as the sequence already shown. * Windows users can enter extra-day priorities with the mouse by clicking on the appropriate keys on the keypad displayed on the screen. 3. Your selection takes effect immediately. * While you are editing the sequence and an invalid sequence is showing on the screen, the calculator does not combine daily runs, and Report is disabled. The calculator will combine runs again as soon as a valid sequence is again showing. * You are not guaranteed that there will be any extra runs on your top- priority days. However, if the calculator has a choice, all else being equal, it honors your preferences. 4. Your choices stay in effect throughout your calculator session, but are lost when you exit the calculator. That is, the calculator reverts to the defaults each time you start a new session. 5. If you wish to reset extra-day priorities to the calculator's defaults, press Escape while the cursor is in the priorities entry box and the box is empty, or Escape twice if the box is not empty. This resets the priority only for the currently-selected workweek length. This replaces the Revert command in Version 2.0 for DOS. You can change the calculator's default midweek priority by editing DAYSDOS.INI or DAYSWIN.INI. SHELL ----------------------------------------------------------------------------- This feature is in the DOS version only. Windows users can use the Main group's MS-DOS Prompt icon instead. The main screen's Shell button allows you to return to DOS temporarily. This is useful for floppy disk formatting, file management, and similar system functions. In general, while in DOS, avoid loading or running any memory-resident programs, especially terminate-and-stay-resident (TSR) programs. If you do, you may not be able to re-enter the calculator, or, after choosing Exit to end your calculator session, you may be unable to start other applications. When you're ready to re-enter the calculator, type EXIT and press Enter. Do not type DAYSDOS to re-enter the calculator! This causes a second copy of the calculator to be loaded into memory; you will likely lose your inputs, and may experience other problems as well. When you choose Shell, the calculator reminds you of this. (You can disable the reminder by editing DAYSDOS.INI.) Shell is available only from the main screen. If you are in the Reports screen and wish to use the shell feature, you must first choose Cancel to exit the Reports screen. Since the Reports screen's Cancel button is disabled while reports are being printed or saved, you cannot use the shell feature during this time, unless you first choose Stop to terminate the print or save. SHORTCUT KEYS ----------------------------------------------------------------------------- You can speed data entry using these keys: / Copies the number of runs on the current weekday to each of the 5 weekdays; positions you to enter Saturday runs / Pressed after entering Saturday runs, positions you for Sunday entry; pressed after entering Sunday runs, positions you for Monday entry. Unlike weekday run totals, Saturday and Sunday run totals are not copied to other days. > Increases by 1 the number of runs in the current entry box < Decreases by 1 the number of runs in the current entry box Windows users can also enter daily run totals by clicking on the on-screen keypad. To "start over" with your entries, choose Clear. This will reset the run totals for all 7 days to zero. Also see "Command keys" for a complete list of calculator commands. DATA CORRECTION ----------------------------------------------------------------------------- To restore the contents of the current data entry box to what they were when you last moved the cursor to the box, choose Undo or press Ctrl+Z. To reset textual data as it's specified in DAYSDOS.INI or DAYSWIN.INI, press Escape while the cursor is in the data entry box and the box is empty, or Escape twice if the box is not empty. This applies to extra-day priorities, the first combo, the first extra, the default header, and (though this option is not in DAYSDOS.INI or DAYSWIN.INI and defaults instead to the current directory) the directory to which reports are saved. SOUND ----------------------------------------------------------------------------- By default, the calculator beeps when you make an error, when you print or save a report, and at various other times. The main screen's Sound checkbox toggles sound on and off. (You can change the default to no sound by editing DAYSDOS.INI or DAYSWIN.INI.) REPORTS ----------------------------------------------------------------------------- You can save the calculator's results in 5 formats: * A one-page summary of the results. * A worksheet template, suitable for use in working out which runs will be grouped into each 4-, 5-, or 6-day combination. * A comma-separated-value (CSV) file, which contains information about combinations and extras in a format readable by spreadsheet and database programs. This is also known as a delimited text file. This allows you to set up a template using your own format. (A bug in Version 2.0 for DOS, which caused working days and off-days to be reversed in CSV files, has been fixed.) * A signup sheet, on which operators can directly pick the combinations they wish to work. * An assignment list, which shows, for each of the 7 days of the week, each operator's assignment for that day. Any report can be printed, saved to disk as an ASCII text file readable by any text editor or word processor, or (for Windows users) sent to the Windows clipboard. Reports are saved to disk by default. (You can change this default by editing DAYSDOS.INI or DAYSWIN.INI.) To generate reports: 1. If you plan to generate a signup sheet, prepare the files containing the information about each day's runs. If you plan to generate reports using a name list, prepare the name list file. * It's best to do this before you start the calculator. For details of how these files should be set up, see "Signup sheet data files" and "Name lists." 2. Immediately after calculating off-day combinations, choose Report. * The calculator estimates the size in kilobytes and number of pages of CSV, worksheet, signup sheet, and assignment list reports. The actual size will usually be slightly less than shown, but plan for a variation of up to 10% either way from the estimate. The downward variation in file size of signup sheets and assignment lists may be much greater, since the report size depends on the information you supply in the input files. Summary reports are always one page and less than 1600 bytes. 3. If you wish to direct reports to the printer, select Printer. * The calculator assumes letter-size (8 1/2-by-11-inch) paper and portrait orientation. The calculator sends a page feed at least every 60 lines; with a standard 6-lines-per-inch font, this allows half-inch top and bottom margins. Similarly, lines contain no more than 75 characters of text, so that with a standard 10-pitch font, you can set half-inch left and right margins and expect that text will fit on the page. * The calculator reverts to the default of saving reports as disk files each time you start a new session. (You can change this default by editing DAYSDOS.INI or DAYSWIN.INI.) * It's usually best to save signup sheets and assignment lists to disk, and then examine them using a text editor or word processor. That way, if you want to make any changes in which daily runs are grouped into each combination, you can do so, then print directly from the text editor or word processor, thus saving paper. * The Windows version sends printouts to the default printer specified in Print Manager. By default, the DOS version sends printouts to LPT1:. You can change this to LPT2: or LPT3: by editing DAYSDOS.INI. * The following additional printing information applies to DOS users: > To print to a port other than the default without editing DAYSDOS.INI, specify the port name rather than a file name in the path, and print to the file. For example, if you select File and print to C:\DAYS\LPT3, the calculator sends the report to LPT3:. (Note the omission of the colon in the port name.) However, if a printer problem develops and the print job stops with an error message, you'll have to start the print job again from the beginning; you will not have a "Retry" option. Also, if you print this way, the calculator does not send a form feed at the end of the report or between pages of CSV reports. > The calculator does not support printing to serial (COM) ports. To use a serial printer, you must redirect print output from a parallel (LPT) port to a serial port using the DOS MODE command. For details on this command, check your DOS manual, see your computer resource person, or call Days Off technical support at 504/244-9234. > It's best to use MODE before starting the calculator. You can use MODE through the shell feature, but because of the way MODE uses conventional memory, if you do so you will probably be unable to start other applications after you exit the calculator; if after exiting you have this problem, you'll have to reboot. > Because of the way Windows works with serial ports, users of the DOS version who are using the calculator with Windows running may not be able to print to serial ports, even if the MODE command is used. If this happens, try running the calculator from the DOS prompt in a window; running the calculator from the DOS prompt in a full screen; or exiting Windows and then running the calculator. > You can specify the port name as part of the path (for example, C:\DAYS\COM1), but the cautions mentioned above regarding printing to parallel ports in this manner apply here as well; also, the calculator won't be aware of any special communications settings applying to the serial port, which can cause unpredictable results. 4. If you wish to save reports to disk, enter a file name. If you wish to save reports in a directory other than the one shown, enter a new path. * By default, the calculator adds the extension .RSS to summary files, and the extension .RSW to worksheet template files. (The "RS" is short for "roster.") It adds the extension .CSV to comma-separated- value files, .SUS to signup sheet files, and .ASG to assignment list files. This allows you to save all 5 types of files without having to enter different file names. However, you can specify a different extension, or type . (a period) at the end of the file name to save your file without an extension. * Even if a file name is too long for all of it to be displayed in the entry box on-screen, the calculator will still accept it, and will use it if it's legal. 5. If you're a Windows user and you wish to send reports to the Windows clipboard, select Clipboard. * The clipboard can hold only one report at a time; if you send a second report to the clipboard, the calculator overwrites the first one. To preserve it, you must first paste it into another application such as a text editor or word processor. * The clipboard can hold only 64K of data. The calculator will keep sending information to the clipboard until the clipboard is full, then give you an error message to let you know it can't send any more. The 64K limitation is built into Windows versions current as of the release date of the calculator. If future versions of Windows allow more than 64K of data in the clipboard, the calculator will send it. That is, the 64K limit is a limit of the clipboard, not the calculator. 6. In worksheet, CSV, signup sheet, and assignment list reports, combinations are normally numbered consecutively from 1, and extra runs are normally numbered consecutively from X1. To start at a different number, choose First combo and/or First extra. You can specify any number from 0 to 99,999; any number larger than 99,999 is truncated after 5 digits. (You can change the default starting numbers by editing DAYSDOS.INI or DAYSWIN.INI.) In these boxes, you can press > and < (the greater-than and less-than arrow keys) to increase or decrease the number shown by one. 7. To specify a line to be printed at the top of each page (or to appear at the top of each page of a disk file), choose Header. (In CSV and assignment list reports, the header appears only once, at the beginning.) * Your header is limited to one line of up to 66 characters. Anything after the 66th character is truncated. * The calculator does not allow quotation marks (") in headers, because headers containing quotation marks may not import properly from CSV files into spreadsheets and databases. (To get around this, edit DAYSDOS.INI or DAYSWIN.INI to specify a default header containing quotation marks.) * In the DOS version, you can use extended characters (those with ASCII codes above 127) in headers, but they won't print as you see them on the screen unless you set your printer to use the PC-8 symbol set (see your printer documentation for instructions). Windows users can use extended characters in headers subject to the limitations of the Windows character set. * Your header is lost when you exit the calculator. (You can specify a default header by editing DAYSDOS.INI or DAYSWIN.INI.) 8. If you plan to generate a signup sheet or an assignment list, choose Signup sheet/assignment list input data files, then for each of the 7 days, enter the name including extension of the ASCII text file containing information about the day's runs. When looking for files, the calculator works from the current directory regardless of what directory is specified under File name. (Unless you change it, File name lists the directory that was current when you started the calculator -- even if you later used the DOS version's Shell feature to change to another directory and/or drive.) * Enter only the file names here. Do not enter the run information itself -- instead, put the run information in the files whose names you enter here. In preparing the files, follow the format of the WEEKDAY.TXT, SATURDAY.TXT, and SUNDAY.TXT files included with the calculator. * You can specify the same file name for more than one day. For example, if you have the same runs on each of the 5 weekdays, set them up in one file, then specify that file name 5 times. You can press / (the slash key) to copy one weekday's file name to the remaining weekdays, just as with daily run totals. * If you have no runs for a day (for example, no Sunday service), leave that line blank. * Even if a file name is too long for all of it to be displayed in the entry box on-screen, the calculator will still accept it, and will use it if it's legal. 9. If you plan to generate reports using name lists, choose Name list and enter the name including extension of the ASCII text file containing the name list. * Enter only the file name of the name list file here. Do not enter the name list itself -- instead, put the name list in the file whose name you enter here. In preparing the name list file, follow the format of the NAMELIST.TXT file included with the calculator. * Even if a file name is too long for all of it to be displayed in the entry box on-screen, the calculator will still accept it, and will use it if it's legal. 10. To start the print or save, choose Summary, Worksheet, CSV, Signup, or Assignment. * A tone confirms your report request (or warns you in case you didn't mean to send a request). * If a file already exists with the name you specify, the calculator beeps and warns you. To overwrite the existing file, choose OK; otherwise, choose Cancel. Exception: The calculator overwrites zero-length files without warning. * To cancel a print or save in progress, choose Stop. (Print jobs won't stop until data already in the print buffer is printed.) Stop and Help are the only calculator functions available during a print or save. If you choose Stop and then change your mind, you cannot start from where you left off; you must restart the print or save from the beginning. * Before printing worksheets, signup sheets, or assignment lists, make sure that the printer is set for a fixed-pitch font (such as Courier). Otherwise, characters won't be spaced properly. * If the printer is not on-line, out of paper, etc., the calculator beeps and shows an error message. Fix the problem and choose Retry to continue or Cancel to cancel the print job. This may cause a line to print twice. * If the file cannot be saved due to system error (disk unreadable, disk is write-protected, etc.), the calculator beeps and shows an error message. Fix the problem and restart the save. A partial file may nevertheless be created on disk. * The calculator sends a form feed at the end of a print job, unless the job terminated abnormally (either because of a printer error or because you chose Stop). The calculator does not put a page-break character (ASCII 12) at the end of a disk file or of information sent to the Windows clipboard. * DOS users, to generate signup sheets or assignment lists, must include a FILES=11 (or higher number) statement in CONFIG.SYS. If you get an error message when you try to print or save a signup sheet, and there is no other apparent cause, use Shell to view CONFIG.SYS. If the needed statement is lacking, return from the shell; exit the calculator; edit CONFIG.SYS to increase the number after FILES= to 11 or more; reboot, and try again. If you are using a name list, this number increases to 12. * File size is limited only by available disk space. If the free space is used up before the save is finished, the calculator beeps and shows an error message; and you will be left with a partial file on disk. If you're unsure whether you have enough disk space, check before you start the save. DOS users can use Shell and the DOS DIR command for this purpose; Windows users can use File Manager. 11. There are no calculator commands for file deletion, editing, management, etc. For these tasks, you can use DOS commands (access the DOS prompt from the DOS version's Shell feature or from the Main group's MS-DOS Prompt icon in Windows); the Windows File Manager; or utility software. For details, check your DOS, Windows, and/or utility manual, see your computer resource person, or call Days Off technical support at 504/244-9234. SIGNUP SHEET/ASSIGNMENT LIST DATA FILES ----------------------------------------------------------------------------- For the calculator to generate signup sheets or assignment lists, you must set up files in advance, containing information about each day's runs. 1. If you're a DOS user, you should set up these files before you run the calculator. You can use Shell to prepare them, but you may not have enough conventional memory to load your word processor or text editor. This is not an issue with Windows, since multitasking allows you to switch away from the calculator to create these files on the fly if necessary. 2. These must be ASCII text files. Each line must contain whatever information you want printed about a single run; lines must be separated by a carriage return; and the body of the run information cannot contain blank lines. Any comment lines must be at the end of the file, after the end of the run information. You are limited to 66 characters of run information; anything after the 66th character will be truncated. You may find it easiest to create these files with a spreadsheet. But be sure to save them in ASCII text format -- without margins or page breaks. 3. If you use the same runs on several different days each week (for example, on each of the 5 weekdays), you do not have to create a separate file for each day. Simply specify the same file name for each separate day. However, you may want to set up multiple files with the same information anyway, so that if the calculator doesn't group runs into combinations the way you want, you can edit files for individual days and have the calculator try again. This technique is also important if you're going to use the calculator to set up assignment lists. 4. If a file does not list as many runs as you specified when calculating combinations, the signup sheet or assignment list generator will terminate with an error message, and you will be left with a partial report. 5. The calculator does not check for minimum time off between runs on consecutive days. You must do this manually. We've found that a good strategy for optimizing combinations, which generally avoids this problem, is to list runs by time getting off, from earliest to latest. The files WEEKDAY.TXT, SATURDAY.TXT, and SUNDAY.TXT, included with the calculator, are samples for you to look at and practice with. Calculate using 6 runs per weekday, 4 per Saturday, and 3 per Sunday, then create a signup sheet and assignment list using these files. NAME LISTS ----------------------------------------------------------------------------- The calculator can attach a name to each combination in reports, thus allowing you to prepare reports with operators' names preprinted. If you use a name list, worksheet, CSV, and signup sheet reports show a name for each combination. Assignment list reports show a name for each run on each day of the week, so that for each of the 7 days of the week, you have a list by name of who has each run on that day. The one-per-line format of CSV and assignment list reports makes these easy to sort by name, by importing these reports into software that is capable of sorting. The calculator does not show names for extra runs. Name lists are probably most useful with assignment lists, because after you know who will be working combination #1, combination #2, etc., you can put those names in order, and the assignment list report will then list the names instead of the combination numbers. To do this, first list the operator who will work combination #1, then the operator who will work combination #2, and so on. If you prefer, you can use the name list for employee numbers or other data instead of names. Be sure that the first 7 characters of each entry in your name list are unique; the calculator does not flag duplicates. If you specify a name list file name in the appropriate box on the Reports screen, the calculator will use the name list. If you don't want to use a name list, just leave this box blank. Do not enter the name list itself into the calculator. Put the name list into a file on disk, and enter only the file name. Here's how to set up a name list file: 1. If you're a DOS user, you should set up this file before you run the calculator. You can use Shell to prepare it, but you may not have enough conventional memory to load your word processor or text editor. This is not an issue with Windows, since multitasking allows you to switch away from the calculator to create this file on the fly if necessary. 2. This must be an ASCII text file. Each line must contain the name as you want it printed; lines must be separated by a carriage return; and the body of the name list cannot contain blank lines. Any comment lines must be at the end of the file, after the end of the names. You are limited to 7 characters per name; anything after the 7th character will be truncated. 3. If the name list file does not list as many names as you have combinations, the calculator will stop generating the report and show an error message; you will be left with a partial report. The NAMELIST.TXT file included with the calculator is a sample for you to look at and practice with. SAMPLE REPORTS ----------------------------------------------------------------------------- This section shows what printed reports look like. All were prepared using the same inputs. Signup sheet input data came from the WEEKDAY.TXT, SATURDAY.TXT, and SUNDAY.TXT practice files furnished with the calculator. Summary reports prepared with the Windows version will be headed "Version 1.0 for Windows" rather than "Version 2.1 for DOS" as shown in the sample below. These samples were prepared without name lists. If you use a name list, worksheet, CSV, and signup sheet reports show a name for each combination. Assignment list reports show a name for each run on each day of the week, so that for each of the 7 days of the week, you have a list by name of who has each run on that day. SAMPLE SUMMARY REPORT ----------------------------------------------------------------------------- Days Off Calculator : Version 2.1 for DOS ______________________________________________________________ Runs per day: Mo: 3 Tu: 3 We: 3 Th: 3 Fr: 2 Sa: 1 Su: 1 Total runs per week: 16 ______________________________________________________________ Combinations off: Sa/Su: 2 We/Fr: 1 Total combinations: 3 Consecutive days off: 2 (67%) Split days off: 1 (33%) Split weekdays off: 1 (33%) ______________________________________________________________ Extra runs: We: 1 Total extras: 1 ______________________________________________________________ Extra-day priority: 3241567 Calculation strategy: Maximize most-desirable off-day combinations Copyright 1992-1995 by David Grant : Transit Operations Planning and Scheduling 5545 Bundy Road, Suite 370 New Orleans, Louisiana, 70127-4821, USA Voice 504/244-9234 : Fax 504/245-1627 Route and schedule planning and runcutting for transit systems All rights reserved SAMPLE WORKSHEET TEMPLATE REPORT ----------------------------------------------------------------------------- Mo Tu We Th Fr Sa Su ========================================================= ! ! ! ! ! ! ! ! 1 ! ! ! ! ! ! OFF ! OFF ! ! ! ! ! ! ! ! ! ========================================================= ! ! ! ! ! ! ! ! 2 ! ! ! ! ! ! OFF ! OFF ! ! ! ! ! ! ! ! ! ========================================================= ! ! ! ! ! ! ! ! 3 ! ! ! OFF ! ! OFF ! ! ! ! ! ! ! ! ! ! ! ========================================================= ! ! ! ! ! ! ! ! X1 ! XXXXX ! XXXXX ! ! XXXXX ! XXXXX ! XXXXX ! XXXXX ! ! ! ! ! ! ! ! ! ========================================================= Page 1 of 1 SAMPLE CSV REPORT ----------------------------------------------------------------------------- "","Mo","Tu","We","Th","Fr","Sa","Su" "1","","","","","","OFF","OFF" "2","","","","","","OFF","OFF" "3","","","OFF","","OFF","","" "X 1","XXXXX","XXXXX","","XXXXX","XXXXX","XXXXX","XXXXX" SAMPLE SIGNUP SHEET REPORT ----------------------------------------------------------------------------- ====================================================================== Combination #1: Mo: (001) Mall-01 620A 244P Plat: 824 Pay: 836 Tu: (001) Mall-01 620A 244P Plat: 824 Pay: 836 We: (001) Mall-01 620A 244P Plat: 824 Pay: 836 Th: (001) Mall-01 620A 244P Plat: 824 Pay: 836 Fr: (001) Mall-01 620A 244P Plat: 824 Pay: 836 Sa: OFF Su: OFF ---------------------------------------------------------------------- Name: ====================================================================== Combination #2: Mo: (002) 45th-05 633A 315P Plat: 842 Pay: 903 Tu: (002) 45th-05 633A 315P Plat: 842 Pay: 903 We: (002) 45th-05 633A 315P Plat: 842 Pay: 903 Th: (002) 45th-05 633A 315P Plat: 842 Pay: 903 Fr: (002) 45th-05 633A 315P Plat: 842 Pay: 903 Sa: OFF Su: OFF ---------------------------------------------------------------------- Name: ====================================================================== Combination #3: Mo: (003) Elm-01 532A 1023A 45th-06 315P 600P Plat: 736 Pay: 824 Tu: (003) Elm-01 532A 1023A 45th-06 315P 600P Plat: 736 Pay: 824 We: OFF Th: (003) Elm-01 532A 1023A 45th-06 315P 600P Plat: 736 Pay: 824 Fr: OFF Sa: (101) 45th-05 812A 440P Plat: 828 Pay: 842 Su: (201) Elm-02 920A 533P Plat: 813 Pay: 819 ---------------------------------------------------------------------- Name: ====================================================================== Extra #X1: Mo: Tu: We: (003) Elm-01 532A 1023A 45th-06 315P 600P Plat: 736 Pay: 824 Th: Fr: Sa: Su: ---------------------------------------------------------------------- Name: XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX ====================================================================== Page 1 of 1 SAMPLE ASSIGNMENT LIST REPORT ----------------------------------------------------------------------------- Assignments for Mo: --------------------------------------------------------------------------- 1: (001) Mall-01 620A 244P Plat: 824 Pay: 836 2: (002) 45th-05 633A 315P Plat: 842 Pay: 903 3: (003) Elm-01 532A 1023A 45th-06 315P 600P Plat: 736 Pay: 824 Assignments for Tu: --------------------------------------------------------------------------- 1: (001) Mall-01 620A 244P Plat: 824 Pay: 836 2: (002) 45th-05 633A 315P Plat: 842 Pay: 903 3: (003) Elm-01 532A 1023A 45th-06 315P 600P Plat: 736 Pay: 824 Assignments for We: --------------------------------------------------------------------------- 1: (001) Mall-01 620A 244P Plat: 824 Pay: 836 2: (002) 45th-05 633A 315P Plat: 842 Pay: 903 3: OFF X1: (003) Elm-01 532A 1023A 45th-06 315P 600P Plat: 736 Pay: 824 Assignments for Th: --------------------------------------------------------------------------- 1: (001) Mall-01 620A 244P Plat: 824 Pay: 836 2: (002) 45th-05 633A 315P Plat: 842 Pay: 903 3: (003) Elm-01 532A 1023A 45th-06 315P 600P Plat: 736 Pay: 824 Assignments for Fr: --------------------------------------------------------------------------- 1: (001) Mall-01 620A 244P Plat: 824 Pay: 836 2: (002) 45th-05 633A 315P Plat: 842 Pay: 903 3: OFF Assignments for Sa: --------------------------------------------------------------------------- 1: OFF 2: OFF 3: (101) 45th-05 812A 440P Plat: 828 Pay: 842 Assignments for Su: --------------------------------------------------------------------------- 1: OFF 2: OFF 3: (201) Elm-02 920A 533P Plat: 813 Pay: 819 COMMAND KEYS ----------------------------------------------------------------------------- Also see "Shortcut keys" for a list of keys that speed data entry. When pressing Alt and a number, you must use the numbers on the main keyboard, not the number pad. When inputting numeric data, you can use either set of number keys (if the Num Lock light is on). All mouse operations are performed by clicking (not double-clicking) the left mouse button (the right button if you are using a left-handed mouse). This version of the calculator does not allow you to press Tab or Shift+Tab or the cursor arrows to execute commands or select options. You must press and hold either Alt key and tap the appropriate letter or number (or use the mouse). A star (*) preceding a description indicates a key command that is new or has changed from Version 2.0 for DOS. Main screen command keys: Escape Clear contents of current box Escape *From an empty Extra-day priorities box, restore the default priority for the currently-selected workweek length F1 Help Go to context-sensitive help Alt+F4 Exit *Exit calculator Alt+4 4-day Use 4-day workweek Alt+5 5-day Use 5-day workweek Alt+6 6-day Use 6-day workweek Alt+D Daily runs *Enter daily total runs Alt+H Help Go to help basics screen Alt+L Clear Reset daily runs for all seven days to zero Alt+M Maximize *Maximize consecutive days off consecutive Alt+O Undo *Restore contents of current data entry box to what they were when you moved the cursor to that box Alt+P Extra-day Edit extra-day priority sequence Alt+R Report Go to reports screen Alt+S Shell Temporarily return to DOS (DOS version only) Alt+U Sound *Turn sound on or off Alt+X Exit Exit calculator Ctrl+Z Undo *Restore contents of current data entry box to what they were when you moved the cursor to that box Reports screen command keys: Escape Clear contents of current box Escape *From an empty File name box, restore the current path; from an empty First combo, First extra, or Header box, restore the default F1 Help Go to context-sensitive help Alt+F4 *Return to main screen Alt+A Assignment *Print or save assignment list report Alt+B Clipboard *Direct reports to the Windows clipboard (Windows version only) Alt+C Cancel Return to main screen Alt+D Header Enter header line Alt+E Printer *Direct reports to printer Alt+F File Direct reports to file Alt+G Signup Print or save signup sheet report Alt+H Help Go to help basics screen Alt+I First combo Enter number of first combination Alt+L Name list *Enter name list file name Alt+N File name Enter file name under which to save report Alt+O Undo *Restore contents of current data entry box to what they were when you moved the cursor to that box Alt+P Signup inputs Enter signup sheet/assignment list input data file names Alt+R First extra Enter number of first extra Alt+S CSV Print or save CSV report Alt+T Stop Stop print or save operation Alt+U Summary Print or save summary report Alt+W Worksheet Print or save worksheet template report Ctrl+Z Undo *Restore contents of current data entry box to what they were when you moved the cursor to that box Help screen command keys: Escape Cancel Exit help system Alt+F4 *Exit help system Alt+B Copy to Copy current help topic to the Windows clipboard clipboard (Windows version only) Alt+C Cancel Exit help system Alt+P Print *Print current help topic Ctrl+C Copy to *Copy current help topic to the Windows clipboard clipboard (Windows version only) CHANGING CALCULATOR DEFAULTS ----------------------------------------------------------------------------- By editing DAYSDOS.INI and DAYSWIN.INI, both ASCII text files, you can change the calculator's default: * Off-day combination preferences * Extra-day priorities * Workweek length and calculation strategy * Starting numbers for combinations and extra runs in reports * Output device for reports (to printer, to disk, or, for Windows users, to the Windows clipboard) * Printer port (LPT1:, LPT2:, or LPT3:) (DOS version only; Windows users should use Print Manager) * Use of sound * Policy of reminding you, before opening the shell, to type EXIT to return to the calculator (DOS version only) For details, view DAYSDOS.INI or DAYSWIN.INI online. The calculator itself cannot change these files; to edit either, you must use a text editor or word processor (be sure to save in ASCII format). Any changes you make will not take effect until you exit and restart the calculator. A corrupted .INI file will cause unpredictable behavior, including erroneous results -- so if you edit DAYSDOS.INI or DAYSWIN.INI, make a backup copy first! If in doubt, reload the file(s) from your original program disk. If necessary, call Days Off technical support at 504/244-9234, and we'll send you clean copies at no charge. FILLING EXTRA RUNS ----------------------------------------------------------------------------- Users often ask how extra runs should be handled, or how to make sure that all runs are grouped into combinations and extra runs are avoided. We offer the following tips: 1. If you maintain an extra board of operators separate from your regular workforce: * Enter data for your regular runs. You may have a few extras which will have to be worked on the specified day each week by the extra board. * Once you see how many operators you need to fill the regular runs (how many combinations there are), subtract this from your total number of operators to determine the size of your extra board. (Or, your extra board size may already be fixed.) * Multiply the total size of your extra board by the workweek length to determine how many on-call days per week the extra board will work. Apportion this number among the 7 days of the week, and calculate combinations for the extra board on this basis; the result will be a list of off-day combinations that can be selected by extra board operators. 2. If the operators work regular runs on some days and the extra board on other days: * Add the total number of runs for the 7 days of the week. Subtract this total from the total number of workdays available (the number of operators times the workweek length). The difference will be extra runs. Apportion these extra runs among the 7 days; add the regular and extra runs for each day; and calculate combinations based on the total of regular plus extra runs for each day. * If you use this procedure, it's best to develop signup sheets and assignment lists manually, rather than using the calculator. Your extra runs may not be divided evenly among the combinations; some operators may not have any extra runs, and others may have nothing but! (You can, however, use the calculator to develop templates for these reports, by setting up a file with nothing but carriage returns -- hence, blank lines -- and specifying it as your run information file for every day of the week.) 3. If you have separate groups of operators for separate groups of runs (for example, day operators and night operators), enter data separately based on the number of runs assignable to each group. 4. If you don't have an extra board, but the calculator's results include extra runs, take the days of the extra runs along with other days of your choice, and manually make a combination from them; or rerun the calculator with one run added on enough days each week so that the total number of runs per week becomes a multiple of the workweek length, thus eliminating extra runs. (For example, if you have 52 runs per week and a 5-day workweek, arbitrarily add a run on each of 3 days of your choice, so the total becomes 55, an exact multiple of 5. In this case, you'll have to have something for this person to do -- the equivalent of a "run" -- on each of these days!) * If you do this, and you use the calculator to generate a signup sheet or an assignment list, make sure that the run information files for those days on which you added the extra run have information for the additional run. 5. If you require all or a certain percentage of combinations to have consecutive days off and the calculator is unable to combine your runs to achieve this, try changing your inputs by reducing the number of runs on certain days. In this case, you'll have to keep track of these runs manually, because you are setting them aside to be worked by the extra board. The most common cause of this condition is a large imbalance between the number of Saturday runs and the number of Sunday runs. If you have the same number of runs on each of the 5 weekdays, it is mathematically possible to set up all 5-day combinations with consecutive days off only if the number of Saturday runs is no greater than 1 1/2 times the number of Sunday runs (or vice-versa). For example, if you have 3 times as many Saturday runs as you do Sunday runs, and all combinations must have consecutive days off, then for your Saturday run total you should enter only 1 1/2 times the number of Sunday runs, and set aside the other Saturday runs for the extra board. The calculator is designed to handle any amount of variation among the daily run totals for the 7 days of the week, and find the most efficient solution. But if you have these types of constraints (be it as described above or some other variation), you must set runs aside. You may have to do some experimenting to find the best numbers of runs to set aside on each day. The calculator's new immediate calculation feature makes it easy to test varying inputs, much more quickly than with previous versions. If you need to use the calculator for reports in this situation, save your reports to disk; return to the main screen; clear your data; enter the set-aside runs (and only those runs), all of which will show as extras; return to the Reports screen; generate report files on disk for the set-aside runs, changing the entry in the First extra box if necessary, and using different file names; then use a word processor to merge the two report files into one. ONLINE HELP ----------------------------------------------------------------------------- The calculator offers online, context-sensitive help, which you can get by choosing Help or by pressing F1 at any time (except when error or warning messages are showing). When you press F1, your first help screen relates to your current activity within the calculator. When you choose Help (with either the keyboard or the mouse), your first help screen is an introduction to the help system. To move among help topics, use the mouse, the cursor arrows, Tab and Shift+Tab (for DOS users), or press the first letter of a topic name (for Windows users). To print the help topic currently showing, choose Print. The print job is directed to the default printer port. Windows users can also copy the help topic currently showing to the Windows clipboard, by choosing Copy to clipboard. You cannot print or copy help topics while reports are being printed or saved; and you cannot save help topics to a file. The Windows version's help system is built into DAYSWIN.EXE. The calculator does not use the Windows Help engine; there is no separate Windows help file. To exit the help system, choose Cancel or press Escape or Alt+F4. GLOSSARY ----------------------------------------------------------------------------- Though the calculator is useful for any crew-scheduling application, it is designed first for the public transit industry, and it uses transit-specific terminology. Even within the transit industry, there is variation in terminology. The following are defined as used by the calculator and in this documentation: Combination: A group of 4, 5, or 6 runs, one each on 4, 5, or 6 different days of the week, that together comprise an operator's workweek. Extra: A run on a given day of the week that cannot be grouped into a 4-, 5-, or 6-day combination. Such runs will have to be worked on the given day each week by the extra board, part-timers, regular operators on a day off, etc. Extra board: A group of floating substitute operators. Operator: A crew member; a person who works a run, or has a day off, each day. Run: A daily work shift. WHAT'S NEW ----------------------------------------------------------------------------- Version 2.1 for DOS and Version 1.0 for Windows include the new improvements listed here. If you're upgrading directly from Version 1.0 for DOS, we suggest that you first review the next section -- "What's New in Version 2.0 for DOS" -- then return to this section. Features * Immediate calculation eliminates the need for a separate calculation step after you finish entering data. The Calculate command of Version 2.0 for DOS no longer exists; results are shown as soon as you enter data. * The calculator can maximize either those off-day combinations that you consider most desirable, or consecutive days off. This replaces the "alternate method" of Version 2.0 for DOS, and is superior in that it provides better optimization; works with either 4- or 5-day workweeks; complies with your extra-day priorities; does not require that each weekday have the same number of runs; and will not "choke" on excessive numbers of weekend runs. * You can press > and < (the greater-than and less-than arrow keys) to increase and decrease the number of runs in the current entry box. This makes it easier to test the effect of varying the number of runs on any given day. * The DOS version will run in 304K of conventional RAM -- a reduction from the 320K required by Version 2.0 for DOS. * You can restore the default extra-day priority for the currently-selected workweek, path for saving reports, starting numbers for combinations and extras, and report header line by pressing Escape while the appropriate entry box is empty. This replaces the Revert command of Version 2.0 for DOS, which handled only extra-day priorities. Reports * The new assignment list report contains 7 lists, one for each day of the week, each day's list shows all the runs for that day and the operator assigned to each. * The name list option allows you to attach an operator name, employee number, etc. to each combination. Completed reports include names, so you can see at a glance who is working each combination or run. * Windows users can send reports to the Windows clipboard for easy pasting into other applications. * Summary reports now include the extra-day priority sequence and calculation strategy used in combining the runs. * A bug in Version 2.0 for DOS, which caused working days and off-days to be reversed in CSV reports, has been fixed. Interface * The undo feature allows you to undo changes in a data entry box since you moved to that box. * To avoid confusion with the new Windows version, the command for starting the DOS version from the DOS prompt is now daysdos. * When you execute a command or select an option, the calculator returns to the input area where you were previously. * In the DOS version, the display of error and warning messages has been enhanced to improve their readability on monochrome, LCD, and plasma monitors. * Windows users can enter daily run totals and extra-day priorities with the mouse by clicking on the appropriate keys on the keypad displayed on the screen. * You can turn sound on or off. * DOS users can disable the "Type EXIT to return" reminder that the calculator shows before it opens the shell. WHAT'S NEW IN VERSION 2.0 FOR DOS ----------------------------------------------------------------------------- For users who have upgraded directly from Version 1.0 for DOS, bypassing Version 2.0 for DOS, here's a list of improvements first added in Version 2.0 for DOS. This list is slightly different from the one furnished with Version 2.0 for DOS, because features which were again improved in the current versions are listed in the preceding section instead. Features * A new, extremely fast method of calculation. Results are often slightly different from those of Version 1.0 for DOS. * Online, context-sensitive help. You can print help screens directly from within the calculator. * User-definable off-day preferences and priority days of the week for assigning extra runs. * A shell function that allows temporary return to DOS. (This feature has been retained in Version 2.1 for DOS, but Windows users should instead use the Main group's MS-DOS Prompt icon.) * Increased capacity of 99,999 runs per day and 699,993 per week. * Support for 6-day workweeks. Reports * A signup sheet report that places runs into 4-, 5-, or 6-day combinations automatically, in a format from which operators can pick the combinations they wish to work directly. * A worksheet template report that makes it easier to combine daily runs into 4-, 5-, or 6-day combinations manually. * Comma-separated-value (CSV) files that allow import of combination and extra information into spreadsheet and database programs. * Printing of reports not only to LPT1:, but also to LPT2:, LPT3:, or to files on disk. Disk files are ASCII text files, readable by any word processor or text editor. * A user-specified header line on each page of reports (once at the beginning of CSV reports). Interface * All workweek lengths handled by a single calculator. The workweek length is specified within the calculator. * The DOS version sports a new Windows-like interface that allows data entry in any order, mouse commands, and error correction without restarting the calculator. * Copying of one day's run total to all 5 weekdays with a single keystroke. * Combinations shown on the screen, and in reports, in order from most- to least-desirable off-day choices. * The DOS version includes .PIF and .ICO files for Windows users. * The DOS version includes a date-and-time display. (This feature has been retained in Version 2.1 for DOS, but Windows users should instead use the Windows Clock.) COMPATIBILITY ----------------------------------------------------------------------------- See the top of this file for a notice about the forthcoming Windows 95 operating system. The DOS version requires DOS 2.1 or later and 304K of conventional memory. It cannot use upper, extended, or expanded memory (unless run through Windows or another memory-management program). The Windows version requires Microsoft Windows 3.0 or later. There are no versions of the calculator for Apple II, Macintosh, OS/2, Power PC, Unix, or other operating systems; however, certain versions of these operating systems, and/or specific computers using these systems, may also be able to run DOS and/or Windows programs. For assistance, check your operating system manual, see your computer resource person, or contact your hardware vendor. In the DOS version, users with some types of monochrome, LCD, or plasma monitors may not be able to see the legends on the command buttons. If you have this problem, check the "Shortcut keys" section or online help for a list of shortcut keys. (Most users who experienced this problem while using Version 2.0 for DOS will find that it no longer occurs in this version.) The DOS version sends reports to printers in a form that PostScript printers don't understand. To print a report from the DOS version using a PostScript printer, you must either take the printer out of PostScript mode (see your printer documentation for instructions), or save the report as a disk file and then print the file from a word processor or other application that supports PostScript printers. There is no network version of the calculator. It is designed for stand- alone use. It should function properly on a network, but network users should be careful to choose the most appropriate option for directing reports (to disk, LPT1:, LPT2:, LPT3:, or, for Windows users, the Windows clipboard) and help topic printouts (to LPT1:, LPT2:, LPT3:, or, for Windows users, the Windows clipboard), depending on network configuration. Attempts by two users to save files with the same path and file name at the same time may cause unpredictable results. For assistance, see your network administrator. If you're using the Windows version of the calculator on an IBM PS/2 computer running version 3.0 of Microsoft Windows, do not use the on-screen keypad. This will cause erratic mouse behavior. This problem is due to a bug in Windows 3.0, which Microsoft corrected in Windows versions 3.1 and later. INCREASING DATA ENTRY SPEED ----------------------------------------------------------------------------- The calculator features immediate calculation: Runs are combined as you enter each keystroke of data. Since this is time-consuming, users of older, slower computers may notice delays in the calculator's acceptance of keystrokes, and may therefore wish to turn off immediate calculation, to allow data entry without keyboard delays. We suggest that you try entering data as usual first; use this procedure only if the calculator can't keep up with your keystrokes. The calculator does not allow you to turn off immediate calculation directly. However, the calculator does not combine runs unless a valid extra-day priority sequence is showing. You can use this fact to speed keyboard entry, using the following steps: 1. Press Alt+P to move the cursor to the Extra-day priorities entry box. 2. Press Escape, which clears the box. This also blanks the results portion of the screen, and prevents the calculator from recombining runs. 3. Press Alt+D to reposition the cursor for entry of daily run totals. 4. Enter the total runs for each day. Since the extra-day priority sequence is not valid and the calculator is therefore not using time in combining runs with each keystroke, it accepts keystrokes quickly. 5. With all daily run totals entered, press Alt+P. The cursor moves to the now-empty Extra-day priorities entry box. 6. Press Escape. The extra-day priority sequence reverts to the default, and the runs are combined. Or... 6. Type the new priority sequence of your choice. When you finish typing a valid sequence, the calculator combines runs. USING THE DOS VERSION FROM WITHIN WINDOWS ----------------------------------------------------------------------------- The information in this section applies only to the DOS version of the calculator. There are several ways to use the DOS version from within Windows, of which the simplest for beginning Windows users is: 1. Select the MS-DOS Prompt icon, usually found in the Main group. 2. From the DOS prompt, start the calculator as explained under "Using the calculator." 3. After exiting the calculator and returning to the DOS prompt, type EXIT and press Enter to return to the Windows desktop. If you run the DOS version from Windows, be aware that: * When the calculator runs in a window, the screen colors may differ. * The calculator does not route print jobs through the Windows Print Manager; thus, when you are printing, the Print Manager is not aware that the printer is in use. Therefore, printing a report while a Windows application is printing, or vice versa, may cause unpredictable results. * The Print Screen key sends a graphic image of the screen to the Windows clipboard rather than the printer. (To print a report, choose Report. To print a help topic, choose Print from the help screen.) * Because of the way Windows works with serial ports, you may not be able to print to serial ports even if you use the MODE command as described under "Reports." If this happens, try running the calculator from the DOS prompt in a window; running the calculator from the DOS prompt in a full screen; or exiting Windows and then running the calculator. Non-Windows applications can be run from Windows in a variety of ways, of which only one is shown above. For users who wish to install the calculator into a Windows group, the files DAYS.PIF and DAYS.ICO are provided with the calculator. DAYS.PIF does not specify a startup directory; this permits you to run the calculator from any directory on your path (but remember that DAYSDOS.INI must be in the current directory when you start the calculator). For more information, check your Windows manual, see your computer resource person, or call Days Off technical support at 504/244-9234. TECHNICAL SUPPORT ----------------------------------------------------------------------------- Contact: David Grant * Transit Operations Planning and Scheduling 5545 Bundy Road, Suite 370 New Orleans, Louisiana 70127-4821, USA Voice 504/244-9234 * Fax 504/245-1627 You can call 24 hours a day, 7 days a week. If no one is available, the answering machine will take your message and we'll call you back as soon as possible (usually within 24 hours). Customization of the calculator is also available from the same source. Your comments, questions, and suggestions for improvement are always welcome! Since the calculator is freeware, we do not register users; however, we would be pleased to have your input via the EVALUATE.TXT file, or the equivalent User Evaluation form supplied with the calculator if you obtained it directly from us. We've tried hard to make sure that the calculator is bug-free -- but if you do find a bug, we'd like to know. As part of any bug report, please include the circumstances that led to the problem, your name, and a way we can reach you in case we need more information. ABOUT US ----------------------------------------------------------------------------- Transit Operations Planning and Scheduling specializes in route and schedule development and run cutting for transit systems. As professionals with many years of day-to-day operating experience, we deliver practical solutions that work on the street and stay within your budget. We're experts at saving you money by setting up the most efficient run cuts possible -- in fact, we'll cut runs head-to-head against anyone or any software, anywhere! We also provide other related services such as ridership checking, public timetable and route map production, and coordination of your FTA Section 15 trip sampling program. Our service is fast and our prices are low. Write, call, or fax us any time.