E10 - Synchronisation to Microsoft School Data Sync via (CSV export)

Modified on Thu, 14 Aug at 1:03 AM

TABLE OF CONTENTS

Preamble
Type of sync
Which data is sent to the other system?
Steps to synchronise data

Preamble

Timetabling data that exists in the 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

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 correctly formatted files, usually CSVTXT format, ready uploading 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, 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 feature	Notes on feature	Is this feature received by the other system?	Other notes
Bell times	Bell times as per Grid structures	Unsure
Campuses	Campuses and their associated rooms	Unsure
Classes	Classes as per Class data screens	Unsure
Class lists		Unsure
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) .etz 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	Unsure
Rotation classes	Classes from particular rotations	Unsure
RTO roster		Unsure
Student data	Student Code, Name, Preferred name, Year level, Letter group, House, Gender, StatewideID, Email, Phone	Unsure
Study roster	Study classes, staffing and rooming roster	Unsure
Sub-classes		Unsure
Teacher data	Teacher Code, Name, Preferred name, Faculty, Gender, Email, Phone	Unsure
Teacher days off (Unavailables)		Unsure
Timetable data		Unsure
Two (or more) rooms at once		Unsure
Two (or more) teachers at once		Unsure
Year levels (non-numeric)	Year levels such as SPT, LSUP, ROLL, Yr9+10 etc	Unsure

Tes Timetable and Microsoft School Data Sync integrate via Flat file. Tes Timetable outputs the following .csv files for Apple School Manager import:

School
Section
Student
StudentEnrollment
Teacher
TeacherRoster

Steps to synchronise data

The information contained within this article is a collaborative effort between Tes and Microsoft School Data. If there is anything missing or requires change, kindly get in touch with Microsoft School Data.

Step 1: Configure the Microsoft School Data sync export

Make sure that your region in 'Setup > School info > Admin' is set to your correct region and not 'Unknown' or 'Other'.

The Microsoft School Data sync will not appear in sync drop-down if the incorrect region is selected.

In Timetable, select File > Synchronise > Configure

In the Configure tab, select 'Microsoft School Data Sync' from the drop down list of options

Multiple systems can be set up to sync. It is common to have both the Edval webserver, the schools learning management system configured, along with any other systems the school wishes to regularly sync to.

Select the Configure button, which will move you to the Connection tab. A destination folder must be selected to direct where the .csv files will be saved to. Select Browse and locate or create the desired location.

'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.

Other tab: The options/fields here are specific to the third party system. Depending upon what the school desires, these settings can be configured and exported accordingly.

Current customers of CSV V2 format may continue to use until May, 2022. Microsoft School Data recommend using the CSV V2.1 format with its additional capabilities.

Step 2: Perform the sync

The following steps will be performed each time new data is to be sent to Apple School Manager:

Navigate to File > Synchronise > Sync now.
Select / ensure that the 'Microsoft School Data Sync' option is chosen in the Filter menu on the top right.
Select 'Create TT publish file'

A number of files will be created which will be used to import into Microsoft School Data.

The export will have the 'Sem' folders depending upon the number of 'rotations' set in the file.

For example: A school with 1 rotation will see Sem 1 folder and a school with 2 rotations will see three folders- Sem 1; Sem 1,2 and Sem 2. Each folder will have the file exports as shown below:

The table below details what type of data each CSV file consists of when exported:

File Name	Data column (A)	Data column (B)	Data column (C)	Data column (D)	Data column (E)	Data column (F)
School.csv	School code	School name	N/A	N/A	N/A	N/A
Section.csv	Class code, year can be appended optionally (e.g. 7MAT1-2021) [This is configurable in the 'Other' tab.]	School code	Option for class code or Subject. Year can be appended optionally (e.g. 7MAT1-2021). [This is configurable in the 'Other' tab.]	Subject	Course code	N/A
Student.csv	Student code	School code	First name	Surname	Either email or student code. [This is configurable in the 'Other' tab.]	N/A
StudentEnrollment	Class code, year can be appended optionally (e.g. 7MAT1-2021) [This is configurable in the 'Other' tab.]	Student code	N/A	N/A	N/A	N/A
Teacher	Teacher code	School code	First name	Surname	Either email or teacher code. [This is configurable in the 'Other' tab.]	N/A
TeacherRoster	Class code, year can be appended optionally (e.g. 7MAT1-2021) [This is configurable in the 'Other' tab.]	Teacher code (only the main teacher of the class)	N/A	N/A	N/A	N/A

It is important to know that the 'Section', 'StudentEnrollment' & 'TeacherRoster' csvs (any file to do with Classes) will output data in the exported file, ONLY if the relevant 'Sem' file is accessed. For example, if the ETZ is sitting on Rotation3, a Sem3 file will contain data in these csvs and a Sem2 file will output a blank csv.

Microsoft School Data does not have a concept of Timetable or Bell times.