E10 - Synchronisation to ParentPaperwork via Direct Connection

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 a 'LISS' sync, which is a sync that sends and receives data at the push of a button with no need to upload 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	Yes
Campuses	Campuses and their associated rooms	Unsure
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	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	Yes
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		Yes
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

Steps to synchronise data

Step 1: Check if any ParentPaperwork set up is required

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

Step 2: Configure the Tes Timetable file

Go to File > Synchronise > Configure
Select the ‘Sync’ sub-tab
Click the '+' and select "ParentPaperwork" from the dropdown

Go to the ‘Connection’ sub-tab

Ensure that “ParentPaperwork” is selected in the top-right corner
Input your credentials. ParentPaperworkwill provide you with the ParentPaperwork Server URL, Username, Password and School code

Click the "Test connection" button to check that the details are correct and the link between tes and ParentPaperwork is working correctly.

Go to File > Synchronise > Configure > Other tab and enter your preferences

Option	Details
Sync timetable & class lists every time you save	This will send only the timetable and class membership data to ParentPaperwork every time you save the file.
Exclude Yard duties	Ticking this option will not send Yard duties to ParentPaperwork
Exclude study classes	Ticking this option will not send study classes to ParentPaperwork
Exclude On-calls	Ticking this option will not send On-calls to ParentPaperwork
Accept Statewide ID's that are sent to Tes (recommended)	Student Id's can be displayed in Students > Student data > View > Statewide ID
When downloading the list of students, which format?	Select whether the format or preferred name for the students are downloaded

Step 3: Perform the sync

There are two options for syncing Tes data to ParentPaperwork:

Basic sync
Advanced sync

Basic sync

Basic sync is used for general syncing. A basic sync will:

Download student data from ParentPaperwork into Tes
Publish classes from Tes to ParentPaperwork
Publish class lists (memberships) from Tes to ParentPaperwork
Publish timetable from Tes to ParentPaperwork

To perform a basic sync:

Go to File > Synchronise > Sync Now, and Select the ‘Basic’ tab.
Ensure ‘ParentPaperwork’ is selected from the dropdown in the top-right corner.
Enter the date range and select the rotation you wish to sync.
Click Go! to sync.

Advanced sync

The advance sync gives you control about which data is sync'd with ParentPaperwork.
For example, sometimes users might like to perform parts of the sync, such as publish the classes and class lists only to ParentPaperwork.

To perform an Advanced sync:

Go to FIle > Synchronise > Sync Now, and select the ‘Advanced’ tab.
Ensure ‘ParentPaperwork’ is selected from the dropdown in the top-right corner.
Tick the data you want to download into the etz file, and/or send to ParentPaperwork.
Enter the date range and select the rotation you wish to sync.
Click Go! to sync.

Create support log file: Occasionally, Tes specialists may ask you to perform a sync and tick this box, which will create a text file in the same location as the .etz file. This file can be sent to Tes to help with troubleshooting.