E10 - Synchronisation to TASS via Direct Connection

Modified on Thu, 14 Aug at 1:00 AM

TABLE OF CONTENTS

Preamble
Type of sync
Which data is sent to the other system?
Other important information
Steps to synchronise data
FAQ

Preamble

Timetabling data that exists in the 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 TASS. Note that there is an alternate option to sync to TASS via a TXT export.

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 a 'LISS' sync, which is a sync that sends and receives data at the push of a button with no need to upload 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 Timetable feature	Notes on feature	Is this feature received by the other system?	Other Notes
Bell times		No
Classes	Classes as per Class data screens	Yes	TASS does not accept class codes greater than 5 characters and must not use separators. For example: 12BIO6 is 6 characters, therefore not accepted by TASS 12BI6 is 5 characters, and is accepted by TASS 7ARTA is 5 characters, and is accepted by TASS 8ENG.1 includes a separator and is not accepted by TASS
Class lists		Yes
Composite (linked) classes	One teacher teaching more than one class at the same time	Yes
Duty roster		No	Duties can be sent via the CSV sync.
Faculty data		Unsure
Grid structure codes		Yes	TASS converts period codes in the timetable file to numbers. The first period appearing in the grid structure will convert to 1 (no matter what the the timetable file period code is), the second the timetable file period will convert to 2 etc. TASS limits the number of periods to 30 per day, and 25 days per cycle.
Multi-file	Two or more timetable files	Yes	Check TASS Timetable Setup to enable.
Multi-grid	More than one bell times structures set up	Yes	Check TASS Timetable Setup to enable.
On-call roster		No	On-call roster can be sent by the TXT sync only.
Priority classes	The chosen class on a student's timetable where they have class clashes.	No
Room data	Room Code, Name, Size, Campus, Comment	Yes	Unsure of exactly which room data is received. TASS does not accept room codes greater than 4 characters.
Rotation classes	Classes from particular rotations	Yes
RTO roster		Unsure
Student data	Student Code, Name, Preferred name, Year level, Letter group, House, Gender, StatewideID, Email, Phone	Unsure	Unsure of exactly which student data is received.
Study roster	Study classes, staffing and rooming roster	No	Study roster can be sent by the TXT sync.
Sub-classes		No	Umbrella classes only will display on timetables.
Teacher data	Teacher Code, Name, Preferred name, Faculty, Gender, Email, Phone	Unsure	Unsure of exactly which teacher data is received. TASS does not accept teacher codes greater than 3 characters.
Teacher days off (Unavailables)		No
Timetable data		Yes
Two (or more) rooms at once	Self-explanatory	Unsure
Two (or more) teachers at once	A class with two or more teachers at the same time	Unsure
Year levels (non-numeric)	Year levels such as SPT, LSUP, ROLL etc	No	Year levels in the timetable file must match year levels in TASS. TASS does not accept non-numeric year levels such as SPT, LIB, MEETINGS.

Other important information

Translation tables may need to be set up in TASS where class codes in the timetable file differ from TASS reporting codes.

Steps to synchronise data

Step 1: Check if any TASS set up is required

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

Step 2: Configure the Timetable file

In the Timetable file, navigate to File > Synchronise > Configure.
Select the ‘Sync’ tab.
Click the plus and select ‘TASS.web (LISS)’ from the dropdown.
Go to the ‘Connection’ tab.
Ensure that ‘TASS.web (LISS)’ is selected in the top-right corner.
Input your credentials. TASS will provide you with the URL, Username, Password, and School code.
Go to the ‘Other’ tab and enter your preferences.

Option	Details
Map the timetable definition	This is to map your school campus with the TASS timetable
Map timetable periods	This is where you map the periods to the TASS timetable
Sync timetable & class lists every time you save	This will send only the timetable and class membership data to TASS.web every time you save the file.
Exclude Yard duties	Ticking this option will not send Yard duties to TASS
Exclude study classes	Ticking this option will not send study classes to TASS
Exclude On-calls	Ticking this option will not send On-calls to TASS
Accept Statewide ID's that are sent to the Timetable file (recommended)	Student Id's can be displayed in Students > Student data > View > Statewide ID
When downloading the list of students, what format?	Select whether the formal or preferred name for the students are downloaded.
Which years?	Select which year levels to send to TASS

Save. Most of the configuration information is stored in the timetable file, so saving the file now will retain these settings.

Step 3: Perform the sync

There are two options for syncing the Timetable file data to TASS.web:

Basic sync
Advance sync

1) Basic Sync

Basic sync is used for general syncing. A basic sync will:

Download student data from TASS.web into the Timetable file
Publish classes from the Timetable file to TASS.web
Publish class lists (memberships) from the Timetable file to TASS.web
Publish timetable from the Timetable file to TASS.web

To perform a basic sync:

Go to FIle > Synchronise > Sync Now, and Select the ‘Basic’ tab.
Ensure ‘TASS.web (LISS)’ is selected from the dropdown in the top-right corner.
Ensure the correct rotation is selected.
Click Go! to sync.
Check course codes - Click this button to see if there is any confusion over course code that TASS might not support. TASS only takes the course code into consideration and not the class identifier so if if you have two similar course codes, but different subject names, then TASS will pick one of the subject names for both course codes. e.g. if you have class codes 11AHI.H1 (History), 11AHI.S2 (Ancient History) with the same code of AHI, TASS will pick randomly one of the course names and assign it to both.

2) Advance Sync

The advance sync gives you control about which data is sync'd with TASS.web.
For example, sometimes users might like to perform parts of the sync, such as downloading teachers and rooms at the start of the year, or to publish the classes and class lists only to TASS.web.

To perform an advance sync:

Go to FIle > Synchronise > Sync Now, and select the ‘Advanced’ tab.
Ensure ‘TASS.web (LISS)’ is selected from the dropdown in the top-right corner.
Tick the data you want to download into the timetable file, and/or send to TASS.web
Click Go! to sync.

FAQ

Q: Are classes with no students attached synced to TASS?

A: We do send classes with not students to TASS via both LISS and flat file export.