E10 - Synchronisation to CASES21 via Export

Modified on Thu, 5 Feb at 9:37 PM

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 E10 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 outlines the synchronisation process to CASES21.

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 txt file that has been correctly formatted, ready uploading into CASES21.

The CASES21 export function will export following CSV 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 feature.

Tes 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	Class Code, Subject name	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		Yes
Grid structure codes		Yes
Multi-file	Two (or more) timetable files	Unsure
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	Yes
Rotation classes	Classes from particular rotations	Yes
RTO roster		No
Student data	Student Code, Name, Year level, Letter group, House	Yes
Study roster	Study classes, staffing and rooming roster	No
Sub-classes		No
Teacher data	Teacher Code, Name	Yes
Teacher days off (Unavailable)		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, Yr9+10 etc..	Yes

Steps to Synchronise data

Step 1: Check if any CASES21 set up is required

Many systems require some set up prior to receiving timetable data from the timetable. Check with CASES21.

Step 2: Configure the Timetable file

Go to File > Synchronise > Configure
Select the ‘Sync’ sub-tab
Click the '+' and select "CASES21" from the dropdown
Go to the ‘Connection’ sub-tab
Ensure that “CASES21” is selected in the top-right corner
In the Connection tab, select Browse to choose the output destination folder on your computer or network.
If you would like to have the files exported every time a save is done, you can tick the 'Sync each time you save' box

Step 3: Perform the sync export

Go to File > Synchronisation > Sync now.
Select / ensure that the CASES21 option is chosen in the Filter menu in the top right.
Select Create TT publish file

Tes will display what rotation you want to sync, please select the current rotation and click on Ok.

Tes may display warning messages if the export is not matched with CASES21 requirement. For example here the maximum character of course code is 5.

After the file is exported successfully, below message will be displayed.

Configuring the sync is usually a one-off set up, but can be altered at any time.

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

A number of files will be created which will be used to import into CASES21.

The below table explains what type of data each flat 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)
Quilt.txt (Courses data)	Course ID (Course Code)	Subject name (Short)	Subject name (Long)	Status (Courses)	NA	NA	NA
subject_selections.txt (Enrolment data)	Course ID (Course code)	User ID (Teacher code)	Role (Teacher)	Section ID (Course code with class ID)	Status (Courses)	NA	NA

For the process on how to import this to CASES2,Please contact the CASES2 support team.