The Timetabler. Export V8.1 Export to VASS V E R S I O N 8.1

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1 The Timetabler V E R S I O N 8.1 Export V8.1 Export to VASS COMPLETE STUDENT TIMETABLES... 2 CREATE EXPORT FILE FROM VASS OR ADMIN SYSTEM... 2 DOWNLOAD VASS CLASS TEXT FILE FROM WEBSITE... 2 CONFIGURE THE TIMETABLER FOR EXPORTING TO VASS... 6 ENTER VASS DETAILS IN THE TIMETABLER... 9 SAVE EXPORT FILE FOR VASS QUICK EXPORT VIEW VASS FILE... 19

2 COMPLETE STUDENT TIMETABLES Before exporting to VASS, the data in The Timetabler must be set up so that students are getting complete student timetables. CREATE EXPORT FILE FROM VASS OR ADMIN SYSTEM Before exporting from The Timetabler it is necessary to create a text file from VASS or your Admin System in the format indicated below. Please note fields have a set length and are pipe delimited. Candidate Number (9 characters) Student Code (12 characters) Surname (25 characters) First Name (15 characters) Second Name (15 characters) Address Line 1 (25 characters) Address Line 2 (25 characters) Suburb (30 characters) State (17 characters) Postcode (4 characters) Phone Number (15 characters) Date of Birth (dd/mm/yyyy) Year Level (2 characters) Homegroup (3 characters) When this file is generated, copy it to an easy to find location - in this lesson a VASS folder has been created on the desktop. The name of the file does not matter but the extension does. The file needs to be *.vass or *.txt file. DOWNLOAD VASS CLASS TEXT FILE FROM WEBSITE Open Internet Explorer or another internet browser and go to Click SUPPORT Timetabling Solutions Pty Ltd Page 2 of 19

3 Click Product Updates Click VASS File for The Timetabler.zip Timetabling Solutions Pty Ltd Page 3 of 19

4 Click Save As Select a location to save the VASS Class file. In this case a folder called VASS has been created on the Desktop. Click Save Timetabling Solutions Pty Ltd Page 4 of 19

5 Browse to the folder where the zip file has been downloaded to, right click on the zip file and select Extract All Note: The VASS-Class.txt file is now ready to link to the timetable file. Timetabling Solutions Pty Ltd Page 5 of 19

6 CONFIGURE THE TIMETABLER FOR EXPORTING TO VASS Open to the Welcome Page. Note: All computers that will be reading the timetable data must be configured for exporting to VASS. Click Configure Settings Select the Export tab Timetabling Solutions Pty Ltd Page 6 of 19

7 Tick Access list of class codes provided by B.O.S when editing B.O.S Class Codes in Class Names display Click Browse to specify the location of the VASSClass.txt file Navigate to the location where the VASS_Class.txt file was saved previously Click on VASSClass.txt and click Open Timetabling Solutions Pty Ltd Page 7 of 19

8 Click OK Click Apply then OK Timetabling Solutions Pty Ltd Page 8 of 19

9 ENTER VASS DETAILS IN THE TIMETABLER In the timetable database, it is necessary to indicate which subjects have a VASS code and what that code is. Open the Timetable Development Module by clicking on the Timetable Development Module tab or click the Timetable Development Module link Timetabling Solutions Pty Ltd Page 9 of 19

10 Open the relevant Timetable file, in this case: C:\Users\Public\Documents\V8.1 Training Data\Timetable VASS Training Data.tdfx Click Curriculum Details On the Task menu, click Class Names Timetabling Solutions Pty Ltd Page 10 of 19

11 Note: The Class Names screen contains 3 columns for B.O.S (Board of Study) Class codes. These will be used to enter the VASS class codes. Scroll down until the Yr11 and Yr12 classes are shown. To update or enter in a new VASS code, double click a subject in the B.O.S Class Code column. Timetabling Solutions Pty Ltd Page 11 of 19

12 A list of all VASS class codes is listed. Select the relevant VASS class code from the list. Note: It is also possible to display Name/Code. In this case, select BI011 and click OK To include a class code, double click in the B.O.S Code 2 column Note: Class codes are optional. Type A and click OK Timetabling Solutions Pty Ltd Page 12 of 19

13 The B.O.S Code 3 column is used to enter Focus Areas - this is an optional field. In this example, this is not required. However, if required this could be entered by double clicking in the B.O.S Code 3 column and entering the appropriate focus area. Repeat this process to enter the VASS details for all required classes. Click Save and close back to the Timetable Development Home Page SAVE EXPORT FILE FOR VASS On the File menu, click Export Data then click Admin System Timetabling Solutions Pty Ltd Page 13 of 19

14 If prompted, click Yes to save the changes to the file. On the dropdown menu, click VASS (Victorian Assessment Software System) Click Next 0 Click Browse and navigate to the location of the Candidate Number Generation File (the file created from your VASS or Admin system previously) Timetabling Solutions Pty Ltd Page 14 of 19

15 Click on the Candidate Number Generation File then click Open Check that Pipe delimiter has been selected then click Next Timetabling Solutions Pty Ltd Page 15 of 19

16 Click Browse Select the Export folder where the data will be stored In this case, a new folder Export has been created. Click on the Export folder and click OK Timetabling Solutions Pty Ltd Page 16 of 19

17 Click Export Enter the VASS School Code then click OK Enter the name of the Export file, in this case VASS Export.txt Click OK The VASS file has been saved in the location specified. Click Yes Timetabling Solutions Pty Ltd Page 17 of 19

18 QUICK EXPORT Once the user has exported to VASS at least once, the Quick Export feature can be used as an alternative to the File Export wizard outlined previously. Note: VASS appears on the Home Page of the Timetable Development module as the Quick Export. Click Quick Export Note, the VCAA School Code entered previously appears as the default. If the code is correct, click OK Note, the file name entered previously appears as the default. If the file name is correct, click OK The file has now been created. Note, it is saved to the default location set in Configure Settings. Click OK Timetabling Solutions Pty Ltd Page 18 of 19

19 VIEW VASS FILE To view the file, close The Timetabler and navigate using Windows Explorer to the folder where the VASS export file was saved. Double click on the VASS Export file The pipe delimited file has been created which can be imported into VASS. Timetabling Solutions Pty Ltd Page 19 of 19