TABLE OF CONTENTS

• Preamble
• Type of sync
• Which data is sent to the other system?
• Steps to synchronise data
  • Step 1: Check if any iSAMS set up is required
  • Step 2: Configure the Timetable file
  • Step 3: Perform the export
  • Step 4: Upload/Import the TXT files into iSAMS

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:

1. new school file set up
2. synchronisation processes
3. 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 iSAMS.

The iSAMS export function will export five TXT files:

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 Timetable 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		No
Faculty data		No
Grid structure codes		Yes
Multi-file	Two or more timetable files	No
Multi-grid	More than one bell times structures set up	Yes
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
RTO roster		No
Student data	Student Code, Name, Preferred name, Year level, Letter group, House, Gender, StatewideID, Email, Phone	Yes
Study roster	Study classes, staffing and rooming roster	Yes
Sub-classes		No
Teacher data	Teacher Code, Name, Preferred name, Faculty, Gender, Email, Phone	Yes
Teacher days off (Unavailables)		No
Timetable data		Yes	Timetable data is exported in the exported file. Unsure if supported by iSAMS.
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	No

Step 2: Configure the Timetable file

1. Open the relevant Timetable file, and go to File > Synchronise > Configure > Sync tab
2. Select the + button and choose 'iSAMS' (csv) 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.

Edit period mapping: When you click on Edit period mapping a grid structure view will be displayed as shown below. In this screen you set up a mapping from timetable file periods to iSAMS“ period numbers”. 

NOTE. If the school has an Timetable Multi Grid license and the file is setup with multiple sets of bell-times for different campuses, first select the required ‘campus’ from the View dropdown before mapping the periods for that campus.  iSAMs will accept a very basic version of multigrid where all grids have the same period times but the period types vary (E.g.. Some year groups have lunch period 3 and some period 4).

 

1. Go to File > Synchronisation > Sync now.
2. Ensure ‘iSAMS’ is selected from the dropdown in the top-right corner.
3. Select Create TT publish file

Exports

Please contact iSAMS for information regarding the rest of the import and the setup process in iSAMS.