Timetable Export Import User Guide - Pcschool€¦ · © PCSchool Timetable Export Import User Guide Completed in version 2009.4.18 3/24

© PCSchool Timetable Export Import User Guide

Completed in version 2009.4.18 1/24

Timetable Export Import User Guide



Table of Contents

Prerequisites: ................................................................................................................................ 2 Classes ....................................................................................................................................... 3 Subjects ...................................................................................................................................... 3 Staff Timetable Code .................................................................................................................. 4 Period ID ..................................................................................................................................... 5 Timetable Cycle and Periods in a Day ........................................................................................ 5

Export Sub..................................................................................................................................... 6 Import T Tabler .............................................................................................................................. 8

Import Timetable ....................................................................................................................... 10 Year Decode ......................................................................................................................... 11 Subject Codes ....................................................................................................................... 12 Room Decode ....................................................................................................................... 14 Teacher Decode .................................................................................................................... 15 Timetable Decode ................................................................................................................. 16

Import Subjects ......................................................................................................................... 18 Year Decode ......................................................................................................................... 19 Subject Codes ....................................................................................................................... 20 Student Decode .................................................................................................................... 21

Fixed Lines ............................................................................................................................... 22 Import TimeChart ........................................................................................................................ 24 SoftOption ................................................................................................................................... 24

Prerequisites: Prerequisites should have already been entered before Exporting or Import from Timetabler but you may need to check the correct information has been entered.



Classes

Path: System Functions → Maintenance View → CLASS. Class codes are used as part of the Code created in Timetabler and are used to make subjects unique. If you have a Subject of ENG the classes will further separate the Subject the classes used in Timetabler must exist in PCSchool.

Subjects

Path: System Functions → Curriculum Control Files → Subject Codes → Subjects The Subjects Timetable Abbreviation must be part of the Timetabler Code and will be decoded by PCSchool, the Timetable Abbreviation can be in different formats.

•••• ENG can be used for all English classes and further broken down with the classes;

• ENG will be decoded and matched to ENG.

•••• The leading numeric will be removed during decoding;

•••• 9ENG will be decoded and matched to ENG.



•••• A trailing numeric without a space will not be removed;

• ENG9 will be decoded and matched to ENG9.

Staff Timetable Code

Path: Administration → Staff View When adding Teachers into Timetabler use the Timetable Code from Staff View;

• All staff appearing in the timetable must be classified as a ‘Current Teacher’.

• The teachers need a unique ‘Timetable Code’.

• If possible keep the codes to a maximum of 3 characters.



Period ID

Path: System Functions → Curriculum Control Files → Subject Period ID A Period ID for importing Timetabler into is required.

Timetable Cycle and Periods in a Day

Path: Timetable → Timetable/Calendar Setup You will need to know the amount of Days and Periods in the Timetable.



Export Sub When exporting Subject information to Timetabler several files are created from the data in PCSchool this includes;

• Preferences

• Options

• Rooms

• Students

• Teachers

1. Campus will default to All, a single campus can be selected in a multi campus school. 2. Check you are in the correct Period. 3. The default year level is *C, you can select a single year lever or an alternative range.

4.

Select how the Students are to be treated;

• In their Current year level

• In the Year level they will be in Next year

5. Staff codes exported will default to those with a status of Teacher and Relief Teacher, other options are available.

6. Select the path for saving the files; you need to be able to find these. 7. File Type will default to Time Tabler Version &, other options are available.

8. Click Create File, five files will be created.



Preferences

Options

Rooms



Students

Teacher

Import T Tabler When importing Timetabler you need;

• Classes (Core/Home Class)

• Subjects

• Staff and their timetable code

• Timetable Period ID Timetabler export creates 2 files to bring into PCSchool;

• TTable.txt – This is the Timetable files and needs to be imported first.

• SCourse.txt – Holds the Students Subject information. To successfully import Timetabler into PCSchool the codes must be correct. The .txt files can be opened in notepad and edited but it is much easier correct the information in Timetabler. If you intend bringing in Subjects as well as the Timetable the Timetable will need importing first.



Overview This is an example of the decoding that is required a further description follows.



Import Timetable

1. You must select the correct Timetable Period ID;

•••• Period ID is the Subject Period not the Timetable Period..

2.

Select the Timetable Decode File;

•••• Use Current File; if you have previously read in a previous version of the time table and the codes used are basically the same. In this case there is not need to clear the previous decode.

•••• Zero and Rebuild; this will remove all previous decode data and the program will attempt to re-map the imported codes with data contained within PCSchool.

3. Tick to import the Timetable. 4. Select the TTable.txt file you downloaded from Timetabler.

5. Click Begin to start the process.



You will be prompted to decode or check four entries as you go;

• Year & Class – Year Level and Class

• Subjects – Subject Timetable Abbreviation

• Rooms – PCSchool Room Codes

• Teachers – Teacher Timetable Code If you cannot identify a code you can make up dummy codes and use these, it is best to keep these codes away from your regular codes so such thing as 999 ad ZZZ are good to use. You do not need to complete this process in one go as the changes you make will be saved and you can come back to it providing you do not select to Zero and Rebuild.

Year Decode

The Year Decode allows you to Identify Classes for the Year Levels. In this situation you will need to identify that the two year 12’s, 12A and 12B represent year 12 but one is Class A and the other is Class be. The Classes must be available for selection in the column PCS Class. When you have finished decoding the Year click Continue.



Subject Codes

All the lines must be unique, where you have one Subject with several lines the lines are made unique by selecting the correct Class Code. The first column, TT Code, should represent the Subjects’ Timetable Abbreviation + the Year Level + the Class.

1. Subject Code as entered in PCSchool.

2. All the lines must be unique;

•••• This can be achieved by selecting a Class.

3. Class Codes must be available for selection in PCSchool. 4. Only click Continue when all lines completed and are unique.



All lines must be completed before clicking Continue. If you receive a duplicate error you must find the duplicated line and make it unique.



Room Decode

The next step is Rooms, these also need to be identified.



Teacher Decode

All Teachers will need to be identified before continuing.



Timetable Decode

The last window will give you the opportunity to rectify any duplicate errors, once any errors are corrected click Continue. If duplicates are identified (see check box to identify) then break the duplicate by changing the class code on one of the entries. The entries must be unique in Subject Code, Year Level and Class Code.



Once finished you will receive a message informing you that the upload is complete.

The timetable can be viewed in Timetable Entry.



Import Subjects

After the Timetable has been successfully imported you can bring in the Student preferences.

1. Tick Import Preferences;

•••• Remove the tick from Import Timetable. 2. Select the SCourse.txt file you downloaded from Timetabler. 3. Select a Year Level to work with or a range of Year Levels.

4. In Writing Student Subjects select an option.

5. Tick if the current Timetable relates to preferences being imported, this will automatically allocate Teachers to Students Subjects.

6. Select the correct Subject Period ID.

7.

In Year Selection Criteria select an option;

•••• Current Year if working with the Current Year Level of the Students.

•••• Year Level Next if working the Student will be rolled into the following year.

•••• Use Yr in File (Fld3) will use Field 3 in the Timetabler File.

•••• Use Yr in File (Fld8) will use Field 8 in the Timetabler file

8. Key ID Field will default to Student Code other options are available for selection;

• You must select the ID Field you used in Timetabler. 9. Click Begin when all the parameters are selected.



Year Decode

The Year Decode allows you to Identify Classes for the Year Levels. In this situation you will need to identify that the two year 12’s, 12A and 12B represent year 12 but one is Class A and the other is Class be. The Classes must be available for selection in the column PCS Class. When you have finished decoding the Year click Continue.



Subject Codes

All the lines must be unique, where you have one Subject with several lines the lines are made unique by selecting the correct Class Code. The first column, TT Code, should represent the Subjects’ Timetable Abbreviation + the Year Level + the Class.



Student Decode

All Students must be Identified.

Once finished you will receive the message Upload Complete.



The imported details can be viewed in Current Student Information.

Fixed Lines

Fixed Lines can be created from the Timetable; this will then allow you to work in the Wizard.

1. Select the Day. 2. Select the Period and right click. 3. Click Create Fixed Lines.



At the next window click either Paste and Replace or Paste and Add to bring the lines in.

The information can be viewed in Fixed Lines.



Import TimeChart Refer to the instructions for Importing Timetabler.

SoftOption Follow the instructions in this view to import from Soft Option.

Documents

Timetable Export Import User Guide - Pcschool€¦ · © PCSchool Timetable Export Import User Guide Completed in version 2009.4.18 3/24