E10 - Synchronisation to Schoolworx via Direct Connection

Modified on Thu, 14 Aug at 12:58 AM

TABLE OF CONTENTS

Preamble
Type of sync
Which data is sent to the other system?
Which data can be received from the other system into the Timetable file?
Steps to synchronise data

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 a 'LISS' sync, which is a sync that sends and receives data at the push of a button with no need to manually upload data into the other system.

Which data is sent to 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		Yes
Classes	Classes	Yes
Class lists		Yes
Composite (linked) classes	One teacher teaching more than one class at the same time	Yes
Duty roster		Yes
Faculty data		Yes
Grid structure codes		Yes
Multi-file	Two or more timetable files	No
Multi-grid	More than one bell times structures set up	Unsure	Campus code is appearing in the log file with Ttstructure flag. Please with Schoolworx if MG is supported.
On-call roster		Yes
Priority classes	The chosen class on a student's timetable where they have class clashes.	Yes
Room data	Room Code	Yes
Rotation classes	Classes from particular rotations	Yes	Classes are synced based on the current rotation in settings->file->current rotation.
RTO roster		No
Student data	Student Code	Yes
Study roster	Study classes, staffing and rooming roster	Yes
Sub-classes		No
Teacher data	Teacher Code	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 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 Schoolworx.

Which data can be received from the other system into the Timetable file?

Tes Timetable data	Can this data be drawn down into the timetable file?	Other notes
Download Room Data	Yes	Room data in Schoolworx can be downloaded into the timetable file.
Download Student Data	Yes	Schoolworx is the source of truth for student data. Student codes must match in both systems to transfer information successfully. Student data that can be downloaded includes: Code, Name, Gender.
Download Teacher Data	Yes	Schoolworx is the source of truth for teacher data. Teacher codes must match in both systems to transfer information successfully. Teacher data that can be downloaded includes: Code, Name, Gender, Email.

Steps to synchronise data

Step 1: Check if any Schooworx set up is required

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

Step 2: Configure the Timetable file

Option	Details
URL	Schoolworx URL
Username	Schoolworx Username
Password	Schoolworx Password
School Code	Four Digit School Code
Proxy	Not usually required. See your school network administrator if a proxy message appears after Testing connection.

Click the 'Test Connection' button to check that the details are correct and the link between the timetable file and Schoolworx is working correctly.
Go to File > Synchronise > Configure > Other tab

Option	Details
Sync timetable & class lists every time you save	Sends enrolment data to Schoolworx upon every save.
Exclude Yard duties	Ticking this option will not send Yard duties to Schoolworx
Exclude Study classes	Ticking this option will not send Study classes to Schoolworx
Exclude On-calls	Ticking this option will not send On-calls to Schoolworx
Accept Statewide ID's that are sent to the timetable file (recommended)	This download the statewideID and adds them to the StatewideID column in Student->student data.
When downloading the list of students, what format?	Select whether the format or preferred name for the students are downloaded.

Step 3: Perform the sync

Go to File > Synchronise > Sync now.
There are two sync options: Basic or Advanced

Check course codes: This button checks that classes with the same course codes but different subject names are flagged as Schoolworx does not differentiate between them and applies the first subject name it sees for all classes with that course code. Eg 12ENG1 - English and 12ENGA - Engineering. Course code for both classes is '12ENG' and could apply 'English' or 'Engineering' for both classes.

The Advanced sync allows the user to maintain full control over what data is synced back and forth between the timetable file and Schoolworx.
The left hand side section (Schoolworx server --> Timetable) shows download options for data transfer from Schoolworx into the timetable file.
The right hand side box (Timetable--> Schoolworx server) shows the options for data transfer from the timetable file into Schoolworx.

Enter the sync dates and relevant rotation. If using the Advanced sync, tick the data that is to be sent/received.
Press Go!

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 timetable file. This file can be sent to Tes to help with troubleshooting.

While Tes support has some understanding of Schoolworx settings, users must refer to Schoolworx documentation for detailed Schoolworx configuration.