E10 - Synchronisation to Education Perfect 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 3: Perform the export
Importing into Education Perfect
- Submitting Class Lists

Preamble

Timetabling data that exists in 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 CSV 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 and whether they are 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
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		Yes
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, FirstName, Surname, Year level, House	Yes
Study roster	Study classes, staffing and rooming roster	No
Sub-classes		Unsure
Teacher data	Teacher Code, Name, Surname, Faculty, Email	Yes
Teacher days off (Unavailable)		No
Timetable data		No
Two (or more) rooms at once	A class with two or more rooms at the same time	No
Two (or more) teachers at once	A class with two or more teachers at the same time	No
Year levels (non-numeric)	Year levels such as SPT, LSUP, ROLL, Yr9+10 etc	No

Yes - The data is sent from our end and is being recieved and processed by 3rd party system.

No - The data is not supported by 3rd party systems and is not sent from the Timetable file.

Unsure - The data is being sent from the Timetable file but we are unsure if it is being processed and supported by 3rd party system.

Steps to synchronise data

Step 1: Check if any Education Perfect set up is required

Many systems require some set up at their end prior to receiving timetable data from the Timetable file. Please check with Education Perfect support team.

Step 2: Configure the Timetable File

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

Go to File > Synchronise > Configure > Connection tab.
Input your desired Destination Folder. This is the place you would like the relationships.csv file to be placed when it is generated. The CSV export will be saved into this location.

Option	Details
Sync each time you save	Exports enrolment data for Education Perfect upon every save.

Step 3: Perform the export

1. Complete the configuration steps listed above.

2. Go to File > Synchronise > Sync Now.

3. Select Education Perfect from the filter in the top-right corner.

4. Click Create TT publish file

The relationships.csv file will be saved into the folder specified earlier.

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)

Data column(I)

Data column(J)

Data column(K)

Data column(L)

Data column(M)

Data column(N)

Data column(O)

Relationships.csv

Forename (Student's firstname)

Surname(Student's)

UPN student(student code)

House

Year group(Year level)

Tutor* group

Student Email

Class Name(CourseCode)

Department(Faculty)

Subject

Staff Title

Staff Forename(Teacher's firstname)

Staff Surname(Teacher's)

id Staff(Teacher code)

Teacher's Email

*Tutor group is an empty field but is required by the 3rd party system hence the column.

Importing into Education Perfect

The following information has been provided by the Education Perfect team and was correct at the time of publication. Please check the Education Perfect documentation for any changes to the process.
Please contact them for any support required in the set up in this system, as Tes consultants are not able to advise.

Submitting Class Lists

When you log into your account, you will be able to see a 'Set up your classes on EP' section under the 'My Classes' tab. To submit your class via spreadsheet, you can select Upload class lists.

If this option does not appear below 'My Classes', you can open Upload Classes from the Classes tab.

From here, select either Priority Upload or Standard Upload. Priority upload will allow you to enrol your classes with a quicker turnaround. However, in order to do this, you will need to ensure that your class list follows our template format and contains the correct information.

Upload your class lists by dragging and dropping them into the portal from your computer, or by clicking Pick files.

If you have selected the Priority Upload option, the eligibility for your class list will be shown with either a green tick or red cross. You will need to select the departments your classes are for as well as whether your classes are trialling or purchasing. If you are unsure, select Don't Know.

If your class list has all the correct information in it, it is possible for it to be automatically enrolled without help from our Enrolment Team. For more information on this process, refer to the article: How can my classes be automatically enrolled?

If you are not sure why your class list is ineligible, you can click on More Info. From here, you can either update your spreadsheet to be eligible or continue as a Standard Upload.

Next, choose whether your students should be emailed, and confirm the school you would like the class enrolled in (if you teach at more than one school). You will also be able to leave a comment with any additional information.

If you know there are more teachers at your school who are going to send in class lists, tick the There are more class lists to come from my department checkbox. This helps us to set up all of the classes your department sends in one go where possible.

Once you're done, click Submit Class Lists.

For any assistance on how to import in Education Perfection, Please contact Education Perfect support team.