E10 - Synchronisation to iSAMS (KJ TXT) via Export

Modified on Mon, 2 Mar at 6:59 PM

TABLE OF CONTENT

Preamble
Type of sync
- Which data is sent to the other system?
Steps to synchronise data
iSAMS TXT file Breakdown and Guide
- Other important information
Import/Upload the TXT file to iSAMS (KJ TXT)

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 other system and was correct at the time of publication. Please check the other system's documentation for any changes to the process and contact them for any support required, as Tes specialists are not able to advise.

Type of sync

This sync is performed by exporting a csv file that has been correctly formatted, ready uploading into iSAMS (KJ TXT).

The iSAMS (KJ TXT) export function will export four TXT files:

TTEport.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		Yes
Classes	Classes as per Class data screens	Yes
Class list		Yes
Composite (linked) classes	One teacher teaching more than one class at the same time	Yes
Duty roster		Yes
Faculty data		No
Grid structure codes		Yes
Multi-file	Two or more timetable files	No
Multi-grid	More than one bell times structures set up	No
On-call roster		Yes
Priority classes	The chosen class on a student's timetable where they have class clashes.	No
Room data	Room Code	Yes
Rotation classes	Classes from particular rotations	Yes	Timetable file exports rotation based on current rotation in the settings->file->current rotations. Unsure if iSAMS support current rotations.
RTO roster		Yes
Student data		No
Study roster	Study classes, staffing and rooming roster	Yes
Sub-classes		No
Teacher data	Teacher Code, Name, Faculty	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	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 iSAMS (KJ TXT).

Steps to synchronise data

Step 1: Check if any iSAMS (KJ TXT) set up is required

Many systems require some set up prior to receiving timetable data from the timetable file. Check with iSAMS (KJ TXT).

Step 2: Configure the Timetable file

Open the relevant Timetable file, and go to File > Synchronise > Configure > Sync tab
Select the + button and choose 'iSAMS (KJ TXT)' from the drop down menu.

Multiple systems can be set up to sync. It is common to have both the Edval webserver, the schools learning management system configured, along with any other systems the school wishes to regularly sync to.

Select the Configure button, which will move you to the Connection tab. A destination folder must be selected to direct where the .csv file will be saved. Select Browse and locate or create the desired location.

Select Connection.

Enter the name of the folder where the export csv is to be stored.
Choose the ‘Edit period mappings’.

'Sync each time you save' - This means the 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.

Edit period mapping: When you click on Edit period mapping a grid structure view will be displayed as shown below. In this screen you set up a mapping from Timetable file periods to iSAMS (KJ TXT) “period numbers”.

It is necessary to fill this out in a way that Timetable file periods are matched to the correct iSAMS (KJ TXT) period.

Each and every Timetable file period, across all days in the cycle, must be mapped to a valid iSAMS period number, if that period will be referenced in iSAMS (KJ TXT).

In this example, Mon0 maps to 1, Tue0 maps to 11, etc.

Step 3: Perform the sync export

Go to File > Synchronisation > Sync now.
Ensure ‘iSAMS (KJ TXT)’ is selected from the dropdown in the top-right corner.
Select Create TT publish file

Select OK

You can navigate to the file location to look at the data if desired.

The below table explains what type of data the csv file contains when exported:

Sections in the File	Data Type	Example
Grid Structure	Day, Number of Periods(y), Time	MonA,yyyyyy,8:30
Teachers	Teacher Code, Name, Faculty Number, Faculty	T,ABCD, "Teacher Name" , 5, Maths
Subject	Subject Code, Subject Name	S,DRA,Drama
Room	Room Code	R,A1
Year	Year Level (#), Year Level (Yr#), Year Groups	F,11,Yr11,11D
Class Data	Class Code, Class Code, Subject Code, Year Level, Year Group	G,7CSTA,7CSTA,CST, ,-,7,Y,7A,7A,7A

Most of the sections has a letter that it starts with. T = Teachers, S = Subject, R = Room, F = Year, G = Class Data

iSAMS TXT file Breakdown and Guide

Other important information

Your Timetable file teacher codes must match your iSAMS (KJ TXT) teacher codes. Otherwise those lessons won’t be published. Change them in either your Timetable file and/or iSAMS (KJ TXT) until they’re all matching.
Similarly, you need to ensure that your Timetable file room codes match your iSAMS room codes.

Import/Upload the TXT file to iSAMS (KJ TXT)

Go to iSAMS (KJ TXT). Navigate to Timetable Manager (Course Management > Timetable Manager) > Import

Timetable Import Type: SchoolTimetable
Click Add Files and browse to the location for where you have saved your export files.
Set Source: Use Development Sets (this can be rolled-over to current academic sets at a later date
Non Class Data: Select the appropriate option for importing non class data
Timetable Name: Provide an appropriate name
Start Year: forthcoming academic year start (4 digits)
End Year: forthcoming academic year end (4 digits)
Ensure the Mark this timetable import as a development timetable is ticked
Click Upload & Import
The system will begin to validate the structure, sets, staff members and rooms within iSAMS. If any one doesn’t validate click on the respective option to resolve the errors:
Note: Ensure the periods in step 3 have been correctly mapped by cross referencing a previous timetable:

Select Manage Periods & Days (as highlighted) and navigate to the period name for which the number you’d like to cross-check. The number highlighted is what you will need to ensure is correct in the Timetable file.
so that the periods match correctly.
Once all the checks have been completed, click Continue to import the timetable.
Finally click Finish to confirm the action
The imported timetable will now appear within Timetable Manager as an additional tab: