E10 - Synchronisation to iWise via Direct Connection

Modified on Thu, 14 Aug at 1:01 AM

TABLE OF CONTENTS

Preamble
Type of sync
Which data is sent to the other system?
Which data can be received from the other system into Tes?
Steps to synchronise data

Preamble

Timetabling data that exists in Tes 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

The following information has been provided by the other system and was correct at the time of publication. Please check the other system's documentation for any changes to the process and contact them for any support required, as Tes specialists are not able to advise.

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?

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 feature	Notes on feature	Is this feature received by the other system?	Other notes
Bell times	Bell times as per Grid structures	Yes
Classes	Classes as per Class data screen	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		Yes
Grid structure codes		Yes
Multi-file	Two (or more) .etz timetable files	Unsure	Check with iWise if supported.
Multi-grid	Multiple grids with different bell times	Yes	Campus code is appearing in the log file with Ttstructure flag. Please with iWise if MG is supported.
On-call roster		Yes
Priority classes	The priority class that shows on student's timetables where they have class clashes	Yes
Room data	Room Code	Yes
Rotation classes	Classes from particular rotations	Yes	Tes exports rotation based on 'current rotation' in the settings->file->current rotations.
RTO roster		No
Student data	Year level	Yes
Study roster	Study classes, staffing and rooming roster	Yes
Sub-classes		No
Teacher data	Teacher Code	Yes
Teacher days off (Unavailables)		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, MEETING, Yr9+10 etc	Yes

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 Tes.

Unsure - The data is being sent from Tes but we are unsure if it is being processed and supported by iScholaris.

Which data can be received from the other system into Tes?

Tes data	Can this data be drawn down into Tes?	Other notes
Room data	Yes	Room data in iWise can be downloaded into Tes.
Student data	Yes	iWise is the source of truth for student data. Student codes must match in both systems to transfer information successfully. Student data that can be downloaded includes: Code, Name, Gender.
Teacher data	Yes	iWise is the source of truth for teacher data. Teacher codes must match in both systems to transfer information successfully. Teacher data that can be downloaded includes: Code, Name, Gender, Email.

Steps to synchronise data

Step 1: Check if any iWise set up is required

Many systems require some set up prior to receiving timetable data from Tes. Check with iWise

Step 2: Configure the Tes Timetable file

Open the relevant Tes timetable file, and go to File > Synchronise > Configure > Sync tab
Select the + button and choose 'iWise' from the drop down menu.

Go to File > Synchronise > Configure > Connection tab: Enter the following information into the Connection screen:

URL	iWise URL
Username	iWise Username
Password	iWise Password
School Code	Four Digit School Code
Proxy	Not usually required. See your school 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 Tes and iWise is working correctly.
Go to File > Synchronise > Configure > Other tab

Option	Details
Sync timetable & class lists every time you save	This will send only the timetable and class membership data to iWise each time you save the file
Exclude Yard duties	Ticking this option will not send these to iWise
Exclude Study Classes	Ticking this option will not send these to iWise
Exclude On-calls	Ticking this option will not send these to iWise
Accept Statewide ID's that are sent to Tes (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.

Step 3: Perform the sync

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

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

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

Check course codes: This button checks that classes with the same course codes but different subject names are flagged as iWise does not differentiate between them and applies the first subject name it sees for all classes with that course code. Eg 12ENG1 - English and 12ENGA - Engineering. Course code for both classes is '12ENG' and could apply 'English' or 'Engineering' for both classes.

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

Enter the sync dates and relevant rotation. If using the Advanced sync, tick the data that is to be sent/received.
Press Go!

Create support log file: Occasionally, Tes specialists may ask you to perform a sync and tick this box, which will create a text file in the same location as the .etz file. This file can be sent to Tes to help with troubleshooting.

While Tes support has some understanding of iWise settings, users must refer to iWise documentation for detailed iWise configuration.