Lottery
New in ME 1.19
Actually an enhancement to the rotation schedule, but relevant for lottery experience: For rotation schedules with multiple courses, program coordinators can now edit bookings associated with their course, but not other courses' bookings (improves workflow when using a master clerkship schedule)
Slots created with a one-to-one relationship will push the site location from the lottery schedule to the rotation schedule (not learners will still not see the sites when ranking their options unless you include sites in your rotation titles)
Introduction
Elentra's Lottery module is designed to streamline the process of populating a rotation schedule for the clinical portion of a curriculum. The module provides administrators with the ability to create, manage, and configure lotteries, while also providing learners with the opportunity to provide input by ranking and submitting their preferences. Each lottery incorporates its learners' preferences into a processing algorithm, which can be run one or more times, with each variation creating a draft schedule that tracks the level of calculated learner satisfaction. Resulting draft schedules may then be compared based on their learner satisfaction scores and manually edited as needed, and once an administrator has reviewed their chosen draft schedule, it can be published as the finalized schedule.
Sample Process
The following is a high-level example of the process an organization may go through when configuring and running a lottery using the Elentra module.
Please note that a prerequisite to using the Elentra Lottery module is building rotation schedules in the Clinical Experience > Rotation Schedule module. These instructions assume you have Rotation Schedules and Rotations built.
Create a Lottery for a specified curriculum period, providing a title and visibility date, then selecting a draft schedule to determine its audience and available rotations.
Schedule a Stage within the created Lottery by setting the date and time when it should be available to learners to provide their preferences.
Create a series of Options for the Stage, one for each different arrangement of scheduled rotations.
The scheduled Stage opens on its specified date and time.
While the Stage is open, each learner logs in and ranks the Options in order of which ones they prefer the most.
The Stage closes on its specified closing date and time.
The Stage is then manually executed with a set number of variations. For each variation, a potential draft schedule is generated, incorporating the learners' ranked preferences and schedule availability.
The variations are reviewed to determine which is the most viable, with the highest learner satisfaction. The chosen variation is merged into the Lottery's working schedule.
The Lottery's working draft schedule is reviewed and published. (It can then be merged into the Rotation Schedule used to build the lottery.)
Glossary
Curriculum Period: a period of time that defines the beginning and end of a curriculum.
Lottery: a container associated with a specific curriculum period that defines an audience and contains one or more stages.
Audience: the collection of learners that will be scheduled by the lottery processing. The audience is determined by the initial draft schedule that is selected when creating a lottery.
Learner: a single audience member.
Stage: each stage is contained within a parent lottery, and defines the period of time when it will be "open" for the lottery's audience of learners to rank that stage's options, in order of preference. After a lottery has closed, a stage may then be executed, transforming the learners' submitted preferences into partial rotation schedules that are merged into the final working schedule.
Working Schedule: each lottery has its own working copy of a rotation schedule, which is populated through the process of executing stages.
Option Type: options can be created as one of two different types to provide flexibility. The option type to be used is specified when creating a stage:
Sequential: each option created within the stage will consist of a stream of multiple blocks, in varying arrangements.
Singular: each option created within the stage will consist of a single block
Option: an ordering of one or more clerkship blocks, also known as a stream, track, grid, or group. Options are defined by an administrator and later ranked by learners in order of their preference. If a stage is set to “Singular” mode, each option will contain one block, whereas with “Sequential” mode, each option can contain multiple Blocks in varying arrangements.
Ranking: when a stage is open, each learner in the audience is tasked with reviewing the stage's options and submitting their preferred ranking. This list that maps the options to their ordered preferences is a learner's ranking.
Block: defines the specific period of time and optionally, the location(s) where a learner will complete some form of task or content related to a particular course.
Slot: a slot defines the site and occupancy spaces available for a block. Blocks can have multiple slots, each of which may define their own minimum and maximum number of spaces.
Space: represents an actual vacancy within a slot, and serves as the link that allows learners to be assigned to a specific rotation within a schedule.
Site: the physical location where a rotation takes place. Each block within an option may specify one or more sites where the rotation may occur.
Variation: a variation is the result of an executed stage. Each variation represents a partial rotation schedule that the admin can review and adjust, or merge into the lottery's working schedule.
Satisfaction Rating: this is a percentage rating value that shows how close a variation was to the ideal scenario, where every learner received their top choice. The higher this value, the higher the number of learners who received their preferred option.
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