E10 - Data Migration Requirements

Modified on Thu, 14 Aug at 12:54 AM

TABLE OF CONTENTS

Preamble
Generic Data Requirements

Preamble

Tes facilitates the set-up process for all new clients, including bringing your current school’s data over to our Timetable software. For those coming from some of the more popular systems we have a dedicated system to extract the data into the format required.

Depending on the system you use for timetabling, the required timetable data file would be as follows.

System	File Type	Action
Generic Data Requirements	Excel / csv / Word	If data can be extracted from your current timetable, please use the below examples as a guide on how we need your data formatted. You can also use the attached templates to provide us with your Teacher data, Student data and Room data. It is common for schools to submit Excel, .csv and Word documents as part of their timetable data, so please submit any documentation you feel is relevant and we may ask for further information if required.
Timetabler / Timetabling Solutions	.tdf / tdfx	Timetable is stored as a .tdf or .tdf9 file. Send any student option .sof files too. Please save .tdfx as .tdf9 if using V10.
Griddle	Various	Please look at the Generic Data Requirements and here for some help extracting relevant files.
TimeChart	Various	Timetable itself is a .ttw or .ttw2 file, but we need a zip of the entire TimeChart DATA folder. There are many associated files needed.
FirstClass	.fdb	Timetable is stored as a .fdb file.
Edumate	Sync Download	Send us your Edumate URL. Open a user account for Edval with ACL for ‘Editing Timetable’ enabled. Or follow the General Data Requirements.
SchoolEdge	Various	In SchoolEdge go to File > Export > To Excel, tick all of the boxes and send the resulting Excel Workbook. Further instructions can be found here.
MAZE / CASES21	Various	Export the following tables: THTQ; SF; SU; SM; STMA for the current academic year. Click here for more information.
aSc Timetables		The Timetable is stored as a .ROZ file. Send that but also send aSc File>export to MS Excel and File>Export>aSc XML Timetable database. Or follow the Generic data requirements.

General information also required

Bell times and period structure
Playground duty roster
Staff allowances (HOD Maths, DP, Sport, etc)

Useful supporting information

A summary of your Sport structure
A summary of your morning Roll Call structure/procedures
Sample timetable printouts (Year/teacher)

Generic Data Requirements

Shown below are the file templates we use to migrate your existing timetable. Ideally the data is in Comma Separated Files (.CSV), or any format we can easily convert to csv e.g. Excel, txt.

Timetable.csv

This file contains the data that represents the timetable.

This file MUST contain the following fields as a minimum for import into Timetable.

It is most important a YEAR column exists to identify which year level each class belongs to.

With classcode, Tes Timetable best practice recommends that each classcode contains the year level, subject code and a class identifier. E.G.

Example:

12ENG.1where 12 (year level) ENG (subject code) 1 (class identifier)

ATENG1where AT (year level) ENG (subject code) 1 (class identifier)

The use of this format will greatly assist in efficient use of the software regarding the management of teacher and room resources.

Yard duties can be included in the timetable data; however, they must be able to be clearly identified.

Teachers.csv

The following fields are the minimum required.

Rooms.csv

The following fields are the minimum required.

Students.csv

The following fields are the minimum required.

SubjectClassLists.csv

Class codes here must exactly match those in the Timetable file

Please ensure only the data for the current calendar year is exported. If the timeable has rotations (semesters), ensure all data is exported. Rotations for classes must be identified.

Column	A	B	C
	Student code	Year	Classcode
Sample	NGUYS	12	ATMAA.1
	NGUYS	12	ATPHY.1
	NGUYS	12	ATENG.2
	NGUYS	12	ATHBY.1

Column	A	B	C	D	E	F	G
	Student code	Year	Class1	Class2	Class3	Class4	…..
Sample	NGUYS	12	ATMAA.1	ATPHY.1	ATENG.2	ATHBY.1
	SMITJ	12	12MAT1	12ENG1	12CHE1	12BIO1
	LAUTS	12	ATENG.2	ATPHY.1	ATHBY.1

StaffAllowances.csv

Staff allowances can be imported into Tes Timetable. Data must be supplied in the following format. The code for each allowance must be unique.

ClassSubjects.csv

This data is required so the Tes consultant can populate the subject field in the class data for each of the classes.

Subject Selections Online (SSO) .csv / SubjectPreferences.csv

Student subject preferences must be provided in the following format. This is only required where a school has already conducted subject selections and wishes to use Tes Timetable for the generation of lines for the following year.