E10 - Synchronisation to Academy Attendance via Export (CSV)

Modified on Thu, 8 Jan at 7:32 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 E10 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 outlines the synchronisation process to Academy Attendance.

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 txt file that has been correctly formatted, ready uploading into Reporter Pro.

The Academy Attendance export function will export following CSV files:

Periods.csv
Students.csv
Subjects.csv
Teachers.csv

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	Periods.csv
Campuses	Campuses and their associated rooms	No
Classes	Class Code, Subject name	Yes
Class lists		Yes	Students.csv
Composite classes (linked classes)	One teacher teaching more than one class at the same time	Unsure
Duty roster		No
Faculty data		No
Grid structure codes		Yes	Periods.csv
Multi-file	Two (or more) timetable files	Unsure
Multi-grid	Multiple grids with different bell times	Yes
On-call roster		No
Priority classes	The priority class that shows on student's timetables where they have class clashes	No
Room data	Room Code	Yes	Only in relation to Students.csv
Rotation classes	Classes from particular rotations	Yes
RTO roster		No
Student data	Student Code, Name, Year level, Letter group, House, Gender	No	Student code referenced in Students.csv but this is actually just class list information.
Study roster	Study classes, staffing and rooming roster	No
Sub-classes		No	Actively ignores sub classes from E10
Teacher data	Teacher Code, Name	Yes
Teacher days off (Unavailable)		No
Timetable data		Yes	Students.csv
Two (or more) rooms at once		No
Two (or more) teachers at once		No
Year levels (non-numeric)	Year levels such as SPT, LSUP, ROLL, Yr9+10 etc..	No	Actively ignores student year levels from E10

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 Edval.

Unsure - The data is being sent from Edval but we are unsure if it is being processed and supported by Academy Attendance.

Steps to Synchronise data

Step 1: Check if any SEQTA set up is required

Many systems require some set up prior to receiving timetable data from Tes Check with Academy Attendance .

Step 2: Configure the timetable file

Configuring the sync is usually a once off set up, but can be altered at any time the user wishes to.

In E10 timetable, select File > Synchronise > Configure.
In the Configure tab, select Academy Attendance from the drop down list of options.
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 to. Select Browse and locate or create the desired location.

If you check the option 'Sync each time you save', ensure that the destination folder will always be accessible to avoid disruption.

Step 3: Perform the sync export

The following steps will be performed each time new data is to be sent to SEQTA .

Navigate to File > Synchronise > Sync now.
Select / ensure that the Academy Attendance option is chosen in the Filter menu in the top right.
Select Create TT publish file.

Step 4: Upload/Import the CSV files into Academy Attendance

The files will have exported to the destination folder for you to retrieve and upload to Academy Attendance. For further support with this, you will have to consult the Academy Attendance support team and their resources.