E10 - Synchronisation to Masterfile/AIMS via export

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 Masterfile/AIMS set up is required
- Step 2: Configure the Tes Timetable file
Step 3: Perform the sync export
Go to File > Synchronisation > Sync now.Ensure ‘Masterfile/AIMS’ is selected from the dropdown in the top-right corner.Select Create TT publish file
- Select OKYou can navigate to the file location to look at the data if desired.
- Step 4: Upload/Import the TXT files into Masterfile/AIMS

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 a csv file that has been correctly formatted, ready uploading into Masterfile/AIMS.

The Masterfile/AIMS export function will export four TXT files:

Edval_users.TXT
Enrolment.TXT
tt_matrix.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		Yes
Composite (linked) classes	One teacher teaching more than one class at the same time	No
Duty roster		Yes
Faculty data		Yes
Grid structure codes		Yes
Multi-grid	More than one bell times structures set up	No
Multi-file	Two or more .etz timetable files	No
On-call roster		Yes
Priority classes	The chosen class on a student's timetable where they have class clashes.	Yes
Room data	Room Code	No	.
Rotation classes	Classes from particular rotations	Yes	All rotation classes are exported.
RTO roster		Yes
Student data	Student full name, student code, year level	Yes
Study roster	Study classes, staffing and rooming roster	Yes
Sub-classes		Yes
Teacher data	Teacher code, teacher full name	Yes
Teacher days off (Unavailables)		No
Timetable data		Yes
Two (or more) rooms at once		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 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 Masterfile/AIMS.

Steps to synchronise data

Step 1: Check if any Masterfile/AIMS set up is required

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

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 'Masterfile/AIMS' 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 the name of the folder where the export csv is to be stored.

'Sync each time you save' - This means the 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.

Step 3: Perform the sync export

Select OK
You can navigate to the file location to look at the data if desired.

The below table explains what type of data each csv 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)

Edval_users

(Student data)

User_Type

(E.g. Students)

Username

(Student Code)

User_Password

(This column is requested by Masterfile/AIMS)

FormID

(Year Level)

ClassID

(Group class E.g.10A, 9B, etc.)

Last_Name

(Student Last Name)

First_Name

(Student Surname)

Enrolment

(Classlist)

Course_role

(Students)

User_Name

(Student Code)

Course_Name

Course Code)

N/A

TT_Matrix

(Timetable)

Day

(Days in the cycle)

(Period name)

Class

(Course Code)

YrGrp

(Year Level)

Teacher Code

RoomCode

N/A

Step 4: Upload/Import the TXT files into Masterfile/AIMS

Please refer to Masterfile/AIMS documentation for instructions on how to upload/import the TXT files.