TABLE OF CONTENTS
Preamble
Timetabling data that exists in timetable files is 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 Reporter Pro.
While Tes takes all care to ensure any mention of 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 to upload into Reporter Pro.
The Reporter Pro export function will export the following TXT files:
- CLASSES.TXT
- STUDENTSUBJECTS.TXT
- SUBJECTS.TXT
- TIMETABLE.TXT
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 Timetable feature | Notes on feature | Is this feature received by the other system? | Other notes |
| Bell times | Bell times as per the Grid structures | No | |
| Campuses | Campuses and their associated rooms | No | |
| 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 | Yes | |
| Duty roster | No | ||
| Faculty data | No | ||
| Grid structure codes | Yes | ||
| Multi-file | Two (or more) timetable files | No | |
| Multi-grid | Multiple grids with different bell times | No | |
| On-call roster | No | ||
| Priority classes | The priority class that shows on students' timetables where they have class clashes | Yes | |
| Room data | Room Code, Name, Size, Campus, Comment | No | |
| Rotation classes | Classes from particular rotations | No | |
| 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 | No | |
| Sub-classes | No | ||
| Teacher data | Teacher Code, Name, Preferred name, Faculty, Gender, Email, Phone | Yes | |
| Teacher days off (Unavailables) | No | ||
| Timetable data | Yes | ||
| 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 |
Steps to Synchronise data
Step 1: Check if any Reporter Pro setup is required
Many systems require some setup prior to receiving timetable data from the timetable file. Check with Reporter Pro.
Step 2: Configure the Timetable file
- Go to File>Synchronise>Configure>Sync
- Click the plus sign and select ‘Reporter Pro’ from the new dropdown.
- Click on Configure.
- On the Connection tab, ensure that ‘Reporter Pro’ is selected in the top-right corner.
- Click ‘Browse’ to configure a destination folder (this is where the 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 over '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.Step 3: Perform the sync export
- Go to File>Synchronisation>Sync now.
- Ensure ‘Reporter Pro’ is selected from the dropdown in the top-right corner.
- Select Create TT publish file.
- Four txt files are created called Timetable, Subjects, StudentSubjects and Classes in the folder that was specified earlier.
The table below explains what type of data each txt files 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) | Data column (J) | Data column (K) |
TIMETABLE.txt | Student ID (Student Code) | Subject Code (Class code) | Teacher Code | Day Number (e.g. Day 1, 2, 3, etc.)
| Period Number (e.g. Period 1, 2, 3, etc.)
| N/A | N/A | N/A | N/A | N/A | N/A |
Subject.txt | Class Code | Subject Name | Year Level | N/A | N/A | N/A | N/A | N/A | N/A | N/A | N/A |
StudentSubjects.txt | Student ID (Student Code) | Student Surname | Student First Name | Academic Year | N/A | N/A | N/A | Subject Code (Class code) | Subject Name | Teacher Code | Teacher Name |
Classes.txt | Subject Code (Course code) | Class id | Teacher Code | Student Code | Year Level | N/A | N/A | N/A | N/A | N/A | N/A |
Step 4: Upload/Import the TXT files into Reporter Pro
For information on how to import this to Reporter Pro, please contact the Reporter Pro support team
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