E10 - Synchronisation to Moodle via Export

Modified on Mon, 2 Mar at 6:59 PM

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 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 or TXT formats, 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, where known by Tes specialists, whether they are also understood by the other system.

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.

Tes feature	Notes on feature	Is this feature received by the other system?
Bell times	Bell times as per Grid structures	Unsure
Campuses	Campuses and their associated rooms	Unsure
Classes	Classes as per Class data screens	Unsure
Class lists		Unsure
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	Unsure
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		Unsure
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: Set up the Moodle sync

Step 2: Perform the export

On the Connection Tab click ‘Browse’ to configure a destination folder (This is where the CSV file is saved)

Sync each time you save' - This means, 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.
Go to File>Synchronise>Sync now and then click on ‘Create TT publish file’
The relevant files will be saved in the folder that you specified earlier

The below table explains what type of data each TXT 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)	Data column (H)	Data column (I)
Staff.csv	Teacher Code	Teacher Surname	Teacher First name	Email	N/A	N/A	N/A	N/A	N/A
StaffClasses.csv	Teacher Code	Teacher Surname	Teacher First name	Email	Class Code	N/A	N/A	N/A	N/A
StudentClasess.csv	Students Code	Students Full Name	Gender	Year Level	Group Number (8A, 8-1)	Current (Active student)	Email	Class Codes	Teacher Code
Students.csv	Students Code	Students Full Name	Gender	Year Level	Group Number	Current (Active student)	Email	N/A	N/A
TTable.csv (Timetable Data)	Day	Period	Class Code	Subject Name	Teacher Code	Room	Year level	N/A	N/A

Step 3: Upload the five files to the Moodle portal

Please refer to Moodle's documentation for instructions on how to upload/import the files.