E10 - Synchronisation to SMMarks (CSV) via Export

Modified on Thu, 14 Aug at 1:01 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 SMMarks set up is required
Step 2: Configure the Timetable file
Step 3: Perform the sync export
Step 4: Upload/Import the CSV files into SMMarks

Preamble

Timetabling data that exists in the timetable files is usually sent on to one or more other non-Tes systems, such as student learning management systems, reporting systems and administration systems. 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 SMMarks.

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 to upload into SMMarks.

The SMMarks export function will export the following CSV files:

ACLASS.csv
ASTUDENT.csv
ASTUDY.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.

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
Campuses	Campuses and their associated rooms	No
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	No
Duty roster		No
Faculty data		No
Grid structure codes		No
Multi-file	Two (or more) timetable files	No
Multi-grid	Multiple grids with different bell times	No
On-call roster		No
Priority classes	The priority class that shows on student's timetables where they have class clashes	No
Room data	Room Code, Name, Size, Campus, Comment	No
Rotation classes	Classes from particular rotations	No
RTO roster		No
Student data	Student Code, Name, Year level, Gender, Class code	Yes
Study roster	Study classes, staffing and rooming roster	No
Sub-classes		Yes
Teacher data	Teacher Name	Yes
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...	No

Steps to Synchronise data

Step 1: Check if any SMMarks set up is required

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

Step 2: Configure the Timetable file

Go to File>Synchronise>Configure>Sync.
Click the plus sign and select ‘SMMarks’ from the new dropdown.
Click on Configure.
On the Connection tab, ensure that ‘SMMarks’ is selected in the top-right corner.
Click ‘Browse’ to configure a destination folder (this is where the 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.

Step 3: Perform the sync export

Go to File > Synchronisation > Sync now.
Ensure ‘SMMarks’ is selected from the dropdown in the top-right corner.
Select 'Create TT publish' file and then click Ok.
The three files that are created, called ACLASS, ASTUDENT and ASTUDY are in the folder that was specified earlier.

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

File Name

Data column (A)

Data column (B)

Data column (C)

Data column (D)

Data column(E)

Data column(F)

Data column(G)

Data column(H)

ACLASS.csv

Class Code

Teachers Name

Subject Name

Year Level

N/A

ASTUDENT.csv

Student Surname

Student First Name

Preferred Name

Gender

Street (Always left blank due to the timetable file not importing Street)

Suburb (Always left blank due to the timetable file not importing Suburb)

Postcode (Always left blank due to the timetable file not importing Postcode)

Student Code

ASTUDY.csv

Student Surname

Student First Name

Class code, class code, class code.....

N/A

Step 4: Upload/Import the CSV files into SMMarks

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