TABLE OF CONTENTS
- Preamble
- Type of sync
- Which data is sent to the other system?
- Steps to synchronise data
- Step 1: Set up the OneRoster sync
- Step 2: Perform the export
- Step 3: Upload the five files to the OneRoster portal
Preamble
Timetabling data that exists in Tes Timtable 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 can be referenced for:
- new school file set up
- synchronisation processes
- synchronisation troubleshooting
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 correctly formatted files, usually CSV or TXT formats, ready uploading into the other system.
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 | Unsure | |
| Campuses | Campuses and their associated rooms | Unsure | |
| Classes | Classes as per Class data screens | Unsure | |
| Class lists | Unsure | ||
| Composite classes (linked classes) | One teacher teaching more than one class at the same time | Unsure | |
| Duty roster | Unsure | ||
| Faculty data | Unsure | ||
| Grid structure codes | Unsure | ||
| Multi-file | Two (or more) .etz timetable files | Unsure | |
| Multi-grid | Multiple grids with different bell times | Unsure | |
| On-call roster | Unsure | ||
| Priority classes | The priority class that shows on student's timetables where they have class clashes | Unsure | |
| Room data | Room Code, Name, Size, Campus, Comment | Unsure | |
| Rotation classes | Classes from particular rotations | Unsure | |
| RTO roster | Unsure | ||
| Student data | Student Code, Name, Preferred name, Year level, Letter group, House, Gender, StatewideID, Email, Phone | Unsure | |
| Study roster | Study classes, staffing and rooming roster | Unsure | |
| Sub-classes | Unsure | ||
| Teacher data | Teacher Code, Name, Preferred name, Faculty, Gender, Email, Phone | Unsure | |
| Teacher days off (Unavailables) | Unsure | ||
| Timetable data | Unsure | ||
| Two (or more) rooms at once | Unsure | ||
| Two (or more) teachers at once | Unsure | ||
| Year levels (non-numeric) | Year levels such as SPT, LSUP, ROLL, Yr9+10 etc | Unsure |
Steps to synchronise data
Step 1: Set up the OneRoster sync
Tes Timetable and OneRoster integrate via flat file. Tes timetable outputs the following .csv files for OneRoster to import:
- Classes
- Courses
- Enrollments
- Orgs
- Users
The information contained within this article is a collaborative effort between Tes and OneRoster. If there is anything missing or requires change, kindly get in touch with OneRoster.
Make sure that your region in 'Setup > School info > Admin' is set to your correct region and not 'Unknown' or 'Other'.
The OneRoster sync will not appear in sync drop-down if the incorrect region is selected.
- In Tes, select File > Synchronise > Configure
- In the Configure tab, select Sync tab
- Click on the blue plus button and select 'OneRoster' from the drop down.
Multiple systems can be set up to sync. It is common to have both the Edval webserver and the school's learning management system configured, along with any other systems the school wishes to regularly sync with.
Step 2: Perform the export
- 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.
'Sync each time you save' - This means the 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.
The following steps will be performed each time new data is to be sent to OneRoster:
- Navigate to File > Synchronise > Sync now.
- Select / ensure that the OneRoster option is chosen in the Filter menu on the top right.
- Select 'Create TT publish file'
- A number of files will be created which will be used to import into OneRoster
- The below table explains what type of data each CSV file contains when exported.
File Name | Column (A) | Column(B) | Column(C) | Column(D) | Column(E) | Column(F) | Column(G) | Column(H) | Column(I) | Column(J) | Column(K) | Column(L) | Column(M) | Column(N) |
| Classes | sourcedId - class code | status - 'active' | dateLastModified - Blank (N/A) | title - class code | grade - year | courseSourcedId - course code | classCode - class code | classType - 'homeroom' or 'scheduled' | location - Blank (N/A) | schoolSourcedId - Tes school code | termSourcedId - rotations | subjects - subject name | N/A | N/A |
Courses | sourcedId - course code | status - 'active' | dateLastModified - Blank (N/A) | schoolYearId - academic year | metadata.duration - 'whole year' | title - subject name | courseCode - course code | grade - year | orgSourcedId - Tes school code | subjects - subject name | N/A | N/A | N/A | N/A |
Enrolments | sourcedId - student code|class code | classSourcedId - class code | schoolSourcedId - Tes school code | userSourcedId - student code | role - 'student' | status - 'active' | dateLastModified - Blank (N/A) | primary - Blank (N/A) | N/A | N/A | N/A | N/A | N/A | N/A |
Orgs | sourceId - Tes school code | status - 'active' | dateLastModified - Blank (N/A) | name - School name | type - 'school' | identifier - Blank (N/A) | metadata.classification - Blank (N/A) | metadata.gender - Blank (N/A) | metadata.boarding - Blank (N/A) | parentSourceId - Blank (N/A) | N/A | N/A | N/A | N/A |
Users | sourceId - teacher/student code | status - 'active' | dateLastModified - Blank (N/A) | orgSourcedIds - Tes school code | role - 'teacher' or 'student' | username - teacher/student code | userId - AdminId/StatewideId | givenName - First name | familyName - Surname | identifier - teacher code or student full name | email - email | sms - phone | phone - phone | agents - Blank (N/A) |
Step 3: Upload the five files to the OneRoster portal
Please refer to OneRoster's documentation for instrcutions on how to upload/import the files.
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