E10 - Synchronisation to TASS via Export

Modified on Tue, 26 Aug at 2:55 AM

TABLE OF CONTENTS

Preamble
Type of sync
Which data is sent to the other system?
Other important information
Steps to synchronise data

Preamble

Timetabling data that exists in the 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 TASS. Note that there is an alternate option to sync to TASS via a LISS sync.

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 csv file that has been correctly formatted, ready uploading into TASS.web.

The TASS export function will export five TXT files:

ROOMS.TXT
SCOURSES.TXT
STAFF.TXT
STUDENTS.TXT
TTABLE.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		No
Classes	Classes as per Class data screens	Yes	TASS does not accept class codes greater than 5 characters and must not use separators. For example: 12BIO6 is 6 characters, therefore not accepted by TASS 12BI6 is 5 characters, and is accepted by TASS 7ARTA is 5 characters, and is accepted by TASS 8ENG.1 includes a separator and is not accepted by TASS
Class lists		Yes
Composite (linked) classes	One teacher teaching more than one class at the same time	Yes
Duty roster		Yes
Faculty data		Unsure
Grid structure codes		Yes	TASS converts period codes in the timetable file to numbers. The first period appearing in the grid structure will convert to 1 (no matter what the the timetable file period code is), the second the timetable file period will convert to 2 etc. TASS limits the number of periods to 30 per day, and 25 days per cycle.
Multi-file	Two or more timetable files	Yes	Check TASS Timetable Setup to enable.
Multi-grid	More than one bell times structures set up	Yes	Check TASS Timetable Setup to enable.
On-call roster		Unsure
Priority classes	The chosen class on a student's timetable where they have class clashes.	No
Room data	Room Code, Name, Size, Campus, Comment	Yes	Unsure of exactly which room data is received. TASS does not accept room codes greater than 4 characters. TASS requires a room assigned to every class and if there is no room assigned to a class (blank or 'none' in the RoomPref column in class data screen) and TASS is configured with "No room" code as 'NOR' in the 'Other' tab, then NOR is assigned as the room code to such classes and sent to TASS by Tes and is accepted by TASS as such.
Rotation classes	Classes from particular rotations	Yes
RTO roster		Unsure
Student data	Student Code, Name, Preferred name, Year level, Letter group, House, Gender, StatewideID, Email, Phone	Yes / No / Unsure	Unsure of exactly which student data is received.
Study roster	Study classes, staffing and rooming roster	Yes
Sub-classes		No	Umbrella classes only will display on timetables.
Teacher data	Teacher Code, Name, Preferred name, Faculty, Gender, Email, Phone	Yes / No / Unsure	Unsure of exactly which teacher data is received. TASS does not accept teacher codes greater than 3 characters. TASS requires a teacher assigned to every class and if there is no teacher assigned to a class (blank or 'none' in the TeacherPref column in class data screen) and TASS is configured with "No teacher" code as 'TBA' in the 'Other' tab, then TBA is assigned as the teacher code to such classes and sent to TASS by Tes and is accepted by TASS as such.
Teacher days off (Unavailables)		No
Timetable data		Yes
Two (or more) rooms at once	Self-explanatory	Unsure
Two (or more) teachers at once	A class with two or more teachers at the same time	Unsure
Year levels (non-numeric)	Year levels such as SPT, LSUP, ROLL etc..	No	Year levels in the timetable file must match year levels in TASS. TASS does not accept non-numeric year levels such as SPT, LIB, MEETINGS. Our special MEETINGS year level will be mapped to a numerical one in the 'other' settings.

Other important information

Translation tables may need to be set up in TASS where class codes in the Timetable file differ from TASS reporting codes.

Steps to synchronise data

Step 1: Check if any TASS set up is required

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

Step 2: Configure the Timetable file

In the Timetable file, navigate to File > Synchronise > Configure.
Select the ‘Sync’ tab.
Click the plus and select ‘TASS.web (TXT)’ from the dropdown.
Go to the ‘Connection’ tab.
Ensure that ‘TASS.web (TXT)’ is selected in the top-right corner.
Select Browse to select the location where the output files should be saved.
You might find the ‘Sync timetable and class-lists each time you save’ option to be helpful. This will send only the timetable and class membership data to TASS.web every time you save the file.

Go to the ‘Other’ tab and enter your preferences.
‘No teacher’ code and ‘No Room’ code should correspond to something you’ve set up in TASS.

Save. Most of the configuration information is stored in the the timetable file, so saving the file now will retain these settings.

Step 3: Perform the sync export

Go to File > Synchronisation > Sync now.
Ensure ‘TASS.web (TXT)’ is selected from the dropdown in the top-right corner.
Select the rotation/s of data you wish to extract (If you have a multi-grid license, you can select which campus to extract)
Select Create TT publish file

The timetable file may helpfully warn you of the data in the file does not meet TASS requirements.
Select OK

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

The below table explains what type of data each csv 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)
ROOMS.TXT (Room Data)	Room Code	N/A	N/A	Campus	N/A	N/A	N/A	N/A	NA
SCOURSES.TXT (Class List Data)	Student Code	Student Full Name	Year Level	Class Code	Gender	Teacher Code	Room Code	N/A	Year Level
STAFF.TXT (Teacher Data)	Teacher Code	Teacher Last Name	Teacher First Name	N/A	N/A	N/A	N/A	N/A	N/A
STUDENTS.TXT (Student Data)	Student Code	Student Last Name	Student First Name	Gender	Year Level	N/A	Status of enrollment Eg. Current	N/A	N/A
TTABLE.TXT (Timetable data)	Day (Number) E.g. MonA is '1'	Period (Number) E.g. First period is '1'	Year Level	Class Code	Room Code	Teacher Code	N/A	N/A	N/A

Step 4: Upload/Import the TXT files into TASS.web

Please refer to TASS.web documentation for instructions on how to upload/import the TXT files.