E10 - Synchronisation to Elmtree 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?
Steps to synchronise data
Step 1: Check if any Elmtree set up is required
Step 2: Configure the Timetable File
Basic Sync
Advanced Sync

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 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 a 'LISS' sync, which is a sync that sends and receives data at the push of a button with no need to manually upload data 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 and whether they are 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	Yes
Campuses	Campuses and their associated rooms	Unsure
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	Unsure
Duty roster		Unsure
Faculty data		Unsure
Grid structure codes		Unsure
Multi-file	Two (or more) 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	No
Rotation classes	Classes from particular rotations	Unsure
RTO roster		Unsure
Student data	Student Code, FirstName, Surname, Year level, House, Gender, StatewideID, Comment Email, Phone	Yes
Study roster	Study classes, staffing and rooming roster	Unsure
Sub-classes		Unsure
Teacher data	TeacherID, Teacher Code, FirstName, Sur name, Display name, StaffType, Faculty, Comment, Gender, Email, Phone, GUID	Yes
Teacher days off (Unavailable)		Unsure
Timetable data		Yes
Two (or more) rooms at once	A class with two or more rooms at the same time	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, Yr9+10 etc.	Unsure

Yes - The data is sent from our end and is being received and processed by 3rd party system.

No - The data is not supported by 3rd party systems and is not sent from the Timetable file.

Unsure - The data is being sent from the Timetable file but we are unsure if it is being processed and supported by 3rd party system.

Steps to synchronise data

Step 1: Check if any Elmtree set up is required

Many systems require some set up at their end prior to receiving timetable data from Timetable file. Please check with Elmtree support team.

Step 2: Configure the Timetable File

Open the relevant Timetable file, and go to File > Synchronise > Configure > Sync tab
Select the + button and choose 'Elmtree' from the drop down menu.
Go to File > Synchronise > Configure > Connection tab: Enter the following information into the Connection screen:

Option	Details
URL	Contact Elmtree for your school's URL
Username	Elmtree username
Password	Elmtree Password
School code	School code to be provided by Elmtree
Proxy	Not usually required. See your school network administrator if a proxy message appears after Testing connection.

Click the 'Test Connection' button to check that the details are correct and the link between Timetable file and Elmtree is working correctly.
Go to File > Synchronise > Configure > Other tab

Option	Details
Sync timetable and class-lists each time you save	Send enrolment data to Elmtree upon every save
Exclude Yard Duties	Ticking this option will not send Yard duties
Exclude Study Classes	Ticking this option will not send Study classes
Exclude On-Call	Ticking this option will not send On-calls
Which years?	- Sync all year levels: By default, all year levels are ticked, in which case all year levels will be synced. - Sync some year levels: Select only the desired year levels where not all year levels should be synced. Include Meetings if duties are to be included, as this is where duties are stored. This option will become available if the file is a Multi Grid file. It allows you to indicate which Year levels are synced to edQuire.

Go to File > Synchronise > Sync now.
There are two sync options: Basic or Advanced.

Basic Sync

The Basic sync sends Rooms, Classes, Class lists, the Timetable and Duty Roster to Elmtree for the desired time period, and downloads student and teacher data into the file.

To perform a Basic sync:

Go to File>Synchronise>Sync Now, and select ‘Basic’
Ensure ‘Elmtree’ is selected from the dropdown in the top-right corner.
Input the date range you wish to update for.
Click ‘Go’ to sync.

Check course codes: Click this button to see if there is any confusion over course code that Elmtree might not support. Elmtree 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 Elmtree 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, Elmtree will pick randomly one of the course names and assign it to both.

The basic sync may download staff data that is not wanted in the timetable file, such as admin and support staff. The Advanced option may be used to avoid this situation.

Advanced Sync

The Advanced sync allows the user to maintain full control over what data is synced back and forth between Timetable file and Elmtree.
The right hand side box (Timetable--> Elmtree server) shows the options for data transfer from Timetable file into Elmtree.

To perform an Advanced sync:

Go to File>Synchronise>Sync Now, and select ‘Advanced’
Ensure ‘Elmtree’ is selected from the dropdown in the top-right corner.
Select which data you want to sync to Elmtree
Enter the sync dates and relevant rotation.
Click ‘Go
’ to sync

Create support log file: Occasionally, Integration support specialists may ask you to perform a sync and tick this box

which will create a text file in the same location as the Timetable file. This file can be sent to Tes to help with troubleshooting.