E10 - FACTS School Management Sync via Export ( TXT Format)

Modified on Thu, 14 Aug at 12:43 AM

TABLE OF CONTENTS

Preamble
Type of sync
Which data is sent to the other system?
Steps to synchronize 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 synchronization process in a flat file export to FACTS School Management which previously called FACTS School Management.

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 flat files ".txt" that has been correctly formatted, ready uploading into FACTS School Management.

The export function will export following two files:

SCOURSES.TXT
TTABLE.TXT

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	Bell times as per Grid structures	No	Times set up in FACTS but periods decoded to match
Campuses	Campuses and their associated rooms	Unsure	No separate campus but can deal with junior school etc again in the decode.
Classes	Classes as per Class data screens	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		No
Multi-file	Two (or more) timetable files	No
Multi-grid	Multiple grids with different bell times	Unsure	Can split bell times and number of periods via Timetable periods
On-call roster		No
Priority classes	The priority class that shows on student's timetables where they have class clashes	Unsure	Student's can't have class clashes. This should be dealt with before import
Room data	Room Code, Room Name	Yes	Room decode has name and code
Rotation classes	Classes from particular rotations	Yes
RTO roster		No
Student data	Student Code, Name, Year level	Yes	Student code (student ID#) only as FACTS is the point of truth. Name and year level in import file for decode purposes only.
Study roster	Study classes, staffing and rooming roster	No
Sub-classes		Unsure
Teacher data	Teacher Code	Yes	Yes but has to be decoded to FACTS codes
Teacher days off (Unavailable)		No	Should just not be timetabled if static otherwise no.
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 synchronize data

Many systems require some set up prior to receiving timetable data from the Timetable file. Check with FACTS School Management first to confirm.

Step 1: Configure the FACTS School Management export

Configuring the sync is usually a once off set up, but can be altered at any time the user wishes to.

In the Timetable file, select File > Synchronise > Configure
In the Configure tab, select FACTS School Management from the dropdown

Step 2: Perform the export

On the Connection Tab click ‘Browse’ to configure a destination folder (This is where the CSV 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.

The following steps will be performed each time new data is to be sent to FACTS School Management .

Navigate to File > Synchronise > Sync now.
Ensure that the FACTS School Management option is chosen in the Filter menu in the top right corner.
Select Create TT publish file
Select OK

The relevant files will be saved in the folder that you specified earlier

The below table explains what type of data each TXT file contains when exported:

Step 3: Import files into FACTS School Management

For information on how to import your files into FACTS School Management, please contact FACTS School Management at fsm-support@factsmgt.com.au for assistance