TABLE OF CONTENTS

• Preamble
• Type of sync
• Which data is sent to the other system?
• Steps to Synchronise data
  • Step 1: Check if any SEQTA set up is required
  • Step 2: Configure the timetable file
  • Step 3: Perform the sync export
  • Step 4: Upload/Import the CSV files into SEQTA
    • SEQTA once-off setup
    • SEQTA every time you want to publish
• Troubleshooting

Preamble

Timetabling data that exists in E10 timetable files are usually sent on to one or more other non-Tes systems, such as student learning management systems, reporting systems, administration systems, and many more. The Tes integration team works with other systems to make sure that the data required to be sent is in the correct format. This document outlines the synchronisation process to SEQTA.

While Tes takes all care to ensure any mention to the other system is correct and up to date, it is the user's responsibility to check with the other system prior to an initial sync. If the user becomes aware of any changes to the other system, we would very much appreciate this feedback.

Type of sync

This sync is performed by exporting a txt file that has been correctly formatted, ready uploading into Reporter Pro.

The SEQTA  export function will export following CSV files:

1. TTDetail.CSV
2. TTStarClasses.CSV
3. TTStuCls.CSV
4. TTSubCls.CSV
5. TTSubClsExtended.CSV

Which data is sent to the other system?

This table lists many of the data and features found in Tes and, where known by Tes specialists, whether they are also understood by the other system.

Note that Tes builds many excellent features to help users build high quality timetables, and while these features can be sent onto the other system through the synchronisation process, not all systems have built the capability on their end to receive/display these features. 

Tes feature	Notes on feature	Is this feature received by the other system?	Other notes
Bell times	Bell times as per Grid structures	No
Campuses	Campuses and their associated rooms	Yes
Classes	Class Code, Subject name	Yes
Class lists		Yes
Composite classes (linked classes)	One teacher teaching more than one class at the same time	Yes
Duty roster		Yes
Faculty data		No
Grid structure codes		Yes
Multi-file	Two (or more) timetable files	No
Multi-grid	Multiple grids with different bell times	Yes
On-call roster		Yes
Priority classes	The priority class that shows on student's timetables where they have class clashes	Yes
Room data	Room Code	No
Rotation classes	Classes from particular rotations	No
RTO roster		Yes
Student data	Student Code, Name, Year level, Letter group, House, Gender	Yes
Study roster	Study classes, staffing and rooming roster	Yes
Sub-classes		Yes
Teacher data	Teacher Code, Name	Yes
Teacher days off (Unavailable)		Yes
Timetable data		Yes
Two (or more) rooms at once		No
Two (or more) teachers at once		No
Year levels (non-numeric)	Year levels such as SPT, LSUP, ROLL, Yr9+10 etc..	Yes

Steps to Synchronise data

Step 1: Check if any SEQTA set up is required

Many systems require some set up prior to receiving timetable data from Tes Check with SEQTA.

Step 2: Configure the timetable file

1. In E10 timetable, select File > Synchronise > Configure
   
2. In the Configure tab, select SEQTA (CSV) from the drop down list of options
    
   
   
3. Select the Configure button, which will move you to the Connection tab. A destination folder must be selected to direct where the .csv files will be saved to. Select Browse and locate or create the desired location.
   
   
4. Move to the Other tab.

      

1.                                

   Option	Details
   (This is applied to Multi campus schools only) Edit the Tes campus <-> Seqta TimetableGrp mapping	Mapping campus is required so that the Tes data is directed to the correct campus.  Select the edit button to map Tes campus to SEQTA TimetableGrp (campus).  As seen in the screenshot below the ME and MC are the Tes campuses that are in the timetable file while the 2023ME and 2023MC are the Seqta TimetableGrp (campus)
   Edit the mapping from Tes periods to Seqta ‘period numbers’	Mapping is required so that the Tes data is directed to the correct SEQTA fields.  Select the edit button to map Tes periods to SEQTA period numbers. It is necessary to fill this out in a way that Tes periods are matched to the correct SEQTA period.  Put the SEQTA period number into the bottom half of each cell. Do this in the left axis to auto populate them across the row for each day of the cycle.  Periods which do not exist in the main SEQTA 'Timetable Group' should be left as '<unknown>'.
   Class code, class code	If you would like your output to be class Code, class code in the TTSubCls.csv file column A and B e.g. 07MAT.01, 07MAT.01
   Course code, class code	If you would like your output to be Course code, class code in the TTSubCls.csv file column A & B e.g. 07MAT, 07MAT.01
   Output yard duties	If you would like your timetable yard duties to be included in the export
   Output unavailability	if you would like your teacher unavailability to be included in export
   Use teacher admin IDs	If you would like to output the admin id instead of the teacher code
   Export non-numeric year levels	Export Year levels that are non-numeric/letters.

1. Navigate to File > Synchronise > Sync now. 
   
2.  
3. Select / ensure that the  SEQTA (CSV) option is chosen in the Filter menu in the top right.
   
4.  
5. Select Create TT publish file
   
6.  
   
   

SEQTA once-off setup

Note that the following information has been provided by SEQTA to Tes and was correct at the time of communication. Ensure users at the school are up to date on SEQTA timetable set up in case of recent changes in SEQTA .

Your SEQTA School Relationship Manager or the SEQTA Help Desk can be contact to assist you creating or cloning a timetable. There is also comprehensive online help available from the Help with SEQTA Teach.

Click on the    button in the SEQTA Teach spine.

Step 1

Create a 'Timetable structure'(Cycle /Period Setup tab in Timetable Management)
Ensure that the Codes entered in SEQTA Period and Cycle match the Tes codes.

Step 2

Roll out the 'Calendar' (Manage Days tab in Timetable Management)
Ensure you have entered the Non Teaching Days and Saved and Applied the Manage Days.

Step 3

Roll out the timetable (Manage Sync tab in Timetable Management)
If you can’t access this tab, you are not in the Sync Administrators permission group.

SEQTA every time you want to publish

Upload External Sync Files

This article outlines the process to import external files in order to have these synchronized as part of the nightly sync.

1. Login to your Sync UI page. E.g. https://teach.myschool.state.edu.au/sync

2. Log in with your Sync UI username and password. If you do not have a username and password, please contact the IT Helpdesk ( helpdesk@seqta.com.au) to create a username and password for you. This log in is NOT your SEQTA Teach log in but a unique Sync UI account.

3. To upload files, select Inputs.

4. Choose the Timetable the files are for.

5. Drag and drop each file to its specific destination.
E.g.     TTDetail.txt to the TTDETAILbox,    TTStuCls.txt to TTSTUCLS       and        TTSubCls.txt to TTSUBCLS.

6.To view changes select Show.

7. Once done, make sure there aren't any warning messages and select Submit

8. If there is a large amount of warnings and you are sure the information is correct, select the tick box I approve these changes.

9. The files are now stored in a staging area and will be synced at midnight each evening unless you need an immediate Sync then see Manual Sync with SEQTA Teach under Timetable Management.

Troubleshooting

 

Q: Some lessons are not appearing in the .csv file
A: This might be due to the fact that the periods for those lessons have not been assigned to a “Synergetic period number” in the “E10 timetable period to Synergetic period number Mapping” screen. See Step 3 above and press [Edit]. Any period with the text “<unknown>” on it will be excluded from the Synergetic/SEQTA export file.

Q: We’re using the multi-grid feature. In the export, some lessons in one of the grids are not being output.
A: See the answer above, and note that this mapping needs to be done for all period grids. To switch to a different grid, go to the toolbar “year” dropdown and select one of the year-levels in the grid you wish to check