E10 - Synchronisation to Maze via flat file

Modified on Thu, 14 Aug at 1:03 AM

TABLE OF CONTENTS

Preamble
Which data is sent to the other system?
Steps to synchronise data
Step 1: Check if any Maze set up is required
Many systems require some set up prior to receiving timetable data from Tes. Check with Maze.
Step 3: Perform the sync export
You can navigate to the file location to look at the data if desired.
Step 4: Upload/Import the TXT files into Maze.
For Importing the files to Maze see attached document.

Preamble

Timetabling data that exists in the 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 a csv file that has been correctly formatted, ready uploading into Maze.

The Maze export function will export two TXT files:

QUILT.TXT
SUBJECT SELECTION.TXT

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		No
Classes	Classes as per Class data screens	Yes
Class lists		No
Composite (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-file	Two or more .etz timetable files	No
Multi-grid	More than one bell times structures set up	No
On-call roster		No
Priority classes	The chosen class on a student's timetable where they have class clashes.	Yes
Room data	Room Code, Name, Size, Campus, Comment	Yes
Rotation classes	Classes from particular rotations	Yes	All rotations are exported.
RTO roster		Yes
Student data	Student Code	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	Self-explanatory	No
Two (or more) teachers at once	A class with two or more teachers at the same time	No
Year levels	Year levels such as SPT, LSUP, ROLL 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 Maze.

Steps to synchronise data

Step 1: Check if any Maze set up is required

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

Step 2: Configure the Tes Timetable file

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

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. Select Browse and locate or create the desired location.

Select Connection.

Enter/browse the name of the folder where the export csv is to be stored.

Option	Details
Sync timetable & class lists every time you save	This will send only the timetable and class membership data to Maze each time you save the file
Exclude duties, Meetings and similar special classes	Ticking this option will not send these to Maze
Use teacher admin IDs	You can tick this option if you want teacher admin ID also exported in the file, admin ID is the column in Teachers>Teacher data