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            E10 - Synchronisation to SchoolPro (CSV) via Export

            Modified on Thu, 14 Aug at 1:00 AM

            TABLE OF CONTENTS

            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 SchoolPRO.
            Info


            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 csv file that has been correctly formatted, ready uploading into SchoolPRO.
            The SchoolPRO export function will export the following CSV file:
            1. classlessons.csv

            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.
            Alert


            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 featureNotes on feature
            Is this feature received
            by the other system?
            		Other notes
            Bell timesBell times as per Grid structures
            No 

            CampusesCampuses and their associated rooms
            No

            ClassesClass Code, Teacher Code, Room Code
            Yes

            Class lists
            No

            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
            Yes

            Multi-fileTwo (or more) timetable files
            No

            Multi-gridMultiple grids with different bell timesNo
            On-call roster
            Yes

            Priority classesThe priority class that shows on student's timetables where they have class clashes
            No

            Room dataRoom Code
            No

            Rotation classesClasses from particular rotations
             No

            RTO roster
            Yes

            Student dataStudent Code
            No

            Study rosterStudy classes, staffing and rooming roster
            Yes

            Sub-classes
            Yes

            Teacher dataTeacher Code
            No

            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 SchoolPRO set up is required

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

            Step 2: Configure the Timetable file

            1. Go to File>Synchronise>Configure>Sync
            2. Click the plus sign and select ‘SchoolPro’ from the new dropdown.
            3. Click on Configure.


            4. On the Connection tab, Ensure that ‘SchoolPro’ is selected in the top-right corner.
              Click ‘Browse’ to configure a destination folder (this is where the file is saved).

            Info


            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

            1. Go to File>Synchronisation>Sync now.
            2. Ensure ‘SchoolPro’ is selected from the dropdown in the top-right corner.
            3. Select Create TT publish file.
            4. Select the rotation/s of data you wish to extract and click Ok.

            6. A classlessons.csv file is created in the folder that was specified earlier.

            The table below explains what type of data is in the classlessons.csv contains 

            File Name

            Data column (A)

            Data column (B)

            Data column (C)

            Data column (D)

            Data column(E)

            Data column(F)

            Data column(G)

            classlessons.csv

            Weekday (e.g. MonA, TueA, WedB etc…)

            Year level

            Period Name (1, 2, 3...., R, L1, L2, AD, PD) 

            Class Code

            Teacher Code

            Room Code

            Class Type ( e.g. Study, OnCall and Yard duty classes

            Step 4: Upload/Import the CSV files into SchoolPRO

            Alert


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

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