E10 - Synchronisation to CEWA 365 via Direct Connection

Modified on Mon, 5 Jan at 10:50 PM

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 Tes 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

The following information has been provided by the CEWA 365 team and was correct at the time of publication. Please check the CEWA 365 documentation for any changes to the process. Please contact them for any support required in the set up in this system, as Tes consultants are not able to advise.

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?

This table lists many of the data and features found in Tes and and whether they are 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 feature

Tes Timetable feature	Notes on feature	Is this feature received by the other system?	Other notes
Bell times	Bell times as per Grid structures	Yes
Campuses	Campuses and their associated rooms	Unsure
Classes	Class code, GUID, Faculty, Course Name, Assigned teacher	Yes
Class lists		Yes
Composite classes (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	Unsure
Multi-grid	Multiple grids with different bell times	Unsure
On-call roster		Yes
Priority classes	The priority class that shows on student's timetables where they have class clashes	Yes
Room data	Room Code	Yes
Rotation classes	Classes from particular rotations	Yes
RTO roster		No
Student data	Student Code, Name, Year level	Yes
Study roster	Study classes, staffing and rooming roster	Yes
Sub-classes		No
Teacher data	Teacher Code, Name, Preferred name, Faculty, Gender, GUID	Yes
Teacher days off (Unavailable)		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...	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 3rd party system.

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

Tes timetable data	Can this data be drawn down into Tes timetable?	Other notes
Room data	Yes	Matched against code and conflicts are managed in import match screen.
Teacher data	Yes	Matched against code and conflicts are managed in import match screen.
Student data	Yes	Matched against code and conflicts are managed in import match screen. You can set that Timetable should ignore year level and statewide IDs downloaded from Compass.

Steps to Synchronise data

Step 1: Check if any CEWA 365 set up is required

Many systems require some set up prior to receiving timetable data from the timetable. Check with CEWA 365.

Step 2: Configure the Timetable file

Go to File > Synchronise > Configure
Select the ‘Sync’ sub-tab
Click the '+' and select "CEWA 365" from the dropdown
Go to the ‘Connection’ sub-tab
Ensure that “CEWA 365” is selected in the top-right corner
Input your credentials. CEWA 365 will provide you with the CEWA 365 Server, Username, School code and Password.
Proxy: Not usually required. See your school network administrator if a proxy message appears after
Testing connection.
Go to the ‘Other' sub-tab and change any options to your preference.

Option	Details
Communication Protocol" JSON or XML	This option is provided by CEWA 365. Please contact CEWA 365 support team to provide you with your preferred option
Sync timetable & class lists every time you save	This will send only the timetable and class membership data to CEWA 365 each time you save the file
Exclude Yard duties	When ticked Yard duties will be ignored for syncing purposes
Exclude Study classes	When ticked Study classes will be ignored for syncing purposes
Exclude On-calls	When ticked On-calls will be ignored for syncing purposes
Accept StatewideID's that are sent to Tes (Recommended)	Generally, Tes will obtain statewide ID's from the external school information/admin system (SIS), as this is regarded as source of truth for this field. However, some users want this field for different purposes. In NSW for example, some prefer to have the student code field for the 'ERN' number, but the Statewide ID field for the NSW Board of Studies registration number. If so, you may want to untick this, and retain your BOS number in the Statewide ID field.
When downloading the list of students, what format	Depending on how you have configured in CEWA365, you can select the relevant option.
Which years?	This option allows you to select the specific year levels to sent to CEWA 365. Please leave all of the year levels un-ticked if you want to send everything. Note. This function will only appear if the timetable file has the Multi grid function enabled.

Step 3: Perform the sync

Basic Sync

To perform an Basic sync:

Go to File > Synchronise > Sync Now and select the ‘Basic’ sub-tab
Ensure “CEWA 365” is selected from the dropdown in the top-right corner
Input the date range you wish to update the CEWA 365 data in and select the rotation you wish to sync
Click “Go” to sync

Check course codes: This button checks that classes with the same course codes but different subject names are flagged as CEWA 365 does not differentiate between them and applies the first subject name it sees for all classes with that course code. E.g. 12ENG1 - English and 12ENGA - Engineering. Course code for both classes is '12ENG' and CEWA 365 could label both as either 'English' or 'Engineering'.

Advance Sync

Advance sync is used to publish specific parts of your data to CEWA 365. An advance sync also allows you to download from CEWA 365 as per screenshot below.

To perform an advance sync:

Go to File > Synchronise > Sync Now, and select the ‘Advance’ sub-tab
Ensure “CEWA 365” is selected from the dropdown in the top-right corner
Select which data you which to sync with CEWA 365
Input the date range you wish to update the CEWA 365 data in and select the rotation you wish to sync
'Rotation' Select the rotation to sync to CEWA 365 server, all rotations can also be selected
Click “Go” to sync

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.