E10 - Synchronisation to Google SDS via Export

Modified on Thu, 14 Aug at 12:52 AM

TABLE OF CONTENTS

Preamble
- Type of sync
  - Which data is sent to the other system?
Steps to synchronise data

Preamble

Timetabling data that exists in 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 Google SDS.

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 Google SDS.

The ReportCard export function will export the following CSV files:

Classes
1. Courses
  1. Enrollments
  2. Orgs
  3. Users

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 E10 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?
Bell times	Bell times as per Grid structures	No
Campuses	Campuses and their associated rooms	No
Classes	Class code, Subject name	Yes
Class lists		Yes
Composite classes (linked classes)	One teacher teaching more than one class at the same time	No
Duty roster		Yes
Faculty data		Yes
Grid structure codes		No
Multi-file	Two (or more) .etz timetable files	No
Multi-grid	Multiple grids with different bell times	No
On-call roster		Yes
Priority classes	The priority class that shows on student's timetables where they have class clashes	No
Room data	Room Code, Name, Size, Campus, Comment	No
Rotation classes	Classes from particular rotations	No
RTO roster		Yes
Student data	Student Code, Name, Year level, Email	Yes
Study roster	Study classes, staffing and rooming roster	No
Sub-classes		Yes
Teacher data	Teacher Code, Name, Faculty, Email	Yes
Teacher days off (Unavailables)		No
Timetable data		No
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 Google SDS set up is required

Many systems require some set up prior to receiving timetable data from the timetable file. Check with Google SDS.

Step 2: Configure the Timetable file

Go to File>Synchronise>Configure>Sync
1. Click the plus sign and select ‘Google SDS’ from the new dropdown.
  1. Click on Configure.
  2. On the Connection tab, Ensure that ‘Google SDS’ is selected in the top-right corner.
    Click ‘Browse’ to configure a destination folder (this is where the file is saved).

Sync each time you save - This means, sync will occur automatically on a ctrl-S save. In this case, data is first saved locally to disk, and then an attempt is made to sync with all external systems. This is simple, but you may want to disable this if the external systems or your network is slow to sync, or you want more control about 'when' you publish data through to other systems. No message is shown on a sync-on-save, as it is done quietly. Only active sync via menu/ctrl-K will show a completion message.

Step 3: Perform the sync export

Go to File>Synchronisation>Sync now.
Ensure ‘Google SDS’ is selected from the dropdown in the top-right corner.
Select Create TT publish file.
Five txt files are created called Classes, Courses, Enrollments, Orgs and Users in the folder that was specified earlier.

The table below explains what type of data each txt files contains when exported.

*Admin ID - It can be located under Teachers>Teacher Data > Admin ID column

Step 4: Upload/Import the CSV files into Google SDS

For information on how to import this to Google SDS, please contact the Google SDS support team.