Timetable Daily: Using a Cloned Timetable Daily Dataset for Headstart Programs

Modified on Thu, 14 Aug at 12:41 AM

Preamble

When a school commences a new timetable to cater for a Headstart type program, the existing Timetable Daily dataset for the current academic year can be cloned for use with the Headstart timetable. This will avoid issues that have occurred in the past where syncing the new timetable has resulted in historical data being changed or deleted.

If you are setting up Daily clone dataset for the purpose of headstart programs, please refer to our main document on headstart considerations to understand what options are available for schools. Click here.

Please consider the following impacts when requesting headstart clone dataset:

Please DO NOT use 'Headstart' clone dataset for Interview events and Timetable choice subject selection instead use the original dataset to create Interview events and Timetable choice subject selection
It is recommended to use either of the HDST approaches - It is important for the timetabler and the Daily organiser to have a communication regarding which HDST approach to implement.
Headstart clone dataset is not supported with our SSO "Single Sign On" functionality at the moment, If you are using the SSO approach with our cloud modules then headstart clone dataset will not be the default landing dataset, users logged in to cloud modules will need to make sure to switch year so they are in headstart dataset instead of original dataset.
If your school is using our sms casual feature then the sms casual would only be functional in Headstart clone dataset as soon the layer is created in Daily. The sms casual will no longer work in your original Daily dataset, it will only be active in your headstart dataset.

Requesting a cloned dataset

If a school wishes to use a cloned dataset, a request should be sent via Get Help! within Daily with subject of 'Request for a cloned Daily dataset for Headstart" or similar.

The date from which the access to the clone is to commence should be included in the request.

The school will be notified when the cloned dataset is ready to use.

Syncing the Headstart Timetable to Tes Daily

Important: The Headstart timetable must be synced to the cloned dataset using E10

Step 1: Tick the Headstart file checkbox in E10 timetable file under Settings > File in E10 (Timetable file)

If the school wishes to sync their next year's timetable file to Timetable Daily Headstart dataset then they need to make sure to set the timetable file academic year to the current year. School can change the year once the current academic year is finished. You can do this change in E10 > Setup > School Info > Academic Year

The Timetable Daily rotation in Daily > Settings > Date Mapping should match with what rotation the new timetable file is set to, which can be found in E10 > Settings > File > Current Rotation. For example, if the timetable file has two rotations and the current rotation is set to '1' in timetable file, Timetable Daily date mapping should be set so that the current date is in rotation 1. This can be done by moving the rotation 2 marker to the end of year and setting it in the school holidays, putting the current date in rotation 1. This only applies to datasets that have more than 1 rotation.

Step 2: Go to File > Synchronise > Sync now

Note: you do not need to change the configuration for the Edval webserver as this remains the same.

Select the data that you wish to sync and select 'Sync'

This will open a dialogue mentioning the fact that the Headstart flag is selected. This is a warning in case the file is meant to be synced to the original dataset.

There are three options here:

1) Turn off Headstart flag. This will remove the Headstart flag in the file and proceed to sync the file to the original dataset.

2) Cancel sync. This will cancel the sync and no further action will be taken.

3) Proceed. This will sync the file to the cloned dataset.

Important Information Regarding the Headstart Dataset

Access to the cloned dataset is available from the date set when the clone was created.
All users will use the same WebCode as previously used for the original dataset.
ALL users will automatically log in to the HDST dataset from the date of activation and are able to access the original dataset via the 'Switch year' option under a user's profile

WebCode generation will be disabled in the cloned dataset. New users need firstly to be added to the original dataset where a WebCode can be generated. They then need to be added to the cloned dataset, with the exact same code and name. That user will then have access to the cloned dataset via the WebCode generated for them.
Document templates that contain the WebCode merge field will work as usual in the cloned dataset.
The two datasets are independent of each other so any data added, edited or deleted in the cloned dataset will not affect the data in the original dataset.
When you are in your Headstart clone dataset, you will see '20XXHDST' at the bottom left.

HeadStart clone dataset does not have an end date once the Headstart clone is setup then it will continue to the end of academic year if you wish to stop using your Headstart clone dataset at end of end of your Headstart date and would like to revert to the original current year dataset then you would need to contact us.
If the school has two transitioning programming for the HDST happening one after another. I.e. Headstart week1 for year8 and 9 and another Headstart happening week2 for year 10 and 11 in another week. You DO NOT need to request a second clone dataset from us, the existing clone dataset can be used and resynced and overwritten by your new transitioning programme.

Note: Prior to requesting to delete the clone dataset the school must download any reports they would like to export from the clone dataset as once the clone dataset is deleted there is no way going back to that clone dataset.

Syncing the Headstart Daily Clone to Compass - Type A

This process only applies for Type A (Years 10-11 move up into Year 11 & 12), for more informationon on Typ A option please refer to our main document on headstart. Click here

Step 1: Check if Compass set up is required

Go to Compass knowledge Base->Rollover->Headstart

Please ensure to read and familiarise yourself with Compass 'Headstart' knowledge base article prior to syncing your clone Headstart dataset to Compass.

Step 2: Configure the Headstart Daily Clone to Compass

Go to Daily > Synchronise
Choose 'Add sync system' and select (Compass) from the system dropdown.
Enter the Compass Headstart layer URL that you received from Compass. (Contact Compass if unsure about these details)
Compass/LDAP username
The API Key is supplied by Compass. You can find your API by logging to Compass and Go to Tools > Login and Security > My API Key
The Timetable Daily rotation in Daily > Settings > Date Mapping should match with what rotation the new timetable file is set to, which can be found in E10 > Settings > File > Current Rotation. For example, if the timetable file has two rotations and the current rotation is set to '1' in timetable file, Timetable Daily date mapping should be set so that the current date is in rotation 1. This can be done by moving the rotation 2 marker to the end of year and setting it in the school holidays, putting the current date in rotation 1. This only applies to datasets that have more than 1 rotation
Add the 'Year levels' and choosing Year 11 & 12

Syncing the Headstart Daily Clone to Compass - Type B

This process only applies for Type B (All years doing Headstart), for more informationon on Typ B option please refer to our main document on headstart. Click here.

Step 1: Configure the Headstart Daily Clone to Compass editing the current year Compass URL to a Headstart layer

Go to Daily > Synchronise
Edit the Compass URL by following the above screenshot of the Compass 'Headstart' knowledge base.
Edit and enter the correct Compass Headstart layer URL
Compass/LDAP username
The API Key is supplied by Compass. You can find your API by logging to Compass and Go to Tools > Login and Security > My API Key
The Timetable Daily rotation in Daily > Settings > Date Mapping should match with what rotation the new timetable file is set to, which can be found in E10 > Settings > File > Current Rotation. For example, if the timetable file has two rotations and the current rotation is set to '1' in timetable file, Timetable Daily date mapping should be set so that the current date is in rotation 1. This can be done by moving the rotation 2 marker to the end of year and setting it in the school holidays, putting the current date in rotation 1. This only applies to datases that have more than 1 rotation.

IMPORTANT: For schools who integrate with Compass, please ensure all 'current year' classes in Compass are cancelled in Compass itself (for year levels involved in Head Start) and term dates are matching with .etz timetable file as well as with Daily rotation start dates.

Disclaimer: Please ensure to read and familiarise yourself with Compass 'Headstart' knowledge base article prior to syncing your Headstart file to Compass. Go to knowledge Base > Rollover > Headstart.

Syncing to any other third party systems, please contact your system and seek advise on how to sync your Daily clone Headstart.