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titleDataCenter End of Year Instructions - 2013-2014 School Year

The following document will guide you through the End of Year procedure for MCS DataCenter.

Warning
titleWarning!

Please read the following document in its entirety before attempting the End of Year procedure.

Note
titleMicrosoft Task Scheduler

MCS Software highly recommends disabling ALL scheduled jobs in the Microsoft Task Scheduler, especially enrollment system updates, prior to running the End of Year process. Please confirm this is complete prior to proceeding further. You should consider re-enabling scheduled jobs when you initiate the Beginning of Year process. For more information, refer to the Beginning of Year documentation.

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When should I run my End of Year process?
Running the DataCenter End of Year process is recommended once you are finished retrieving payments from your Online Payment System (such as MSchoolBucksMySchoolBucks) and are ready to begin performing End of Year procedures in supporting applications such as Newton Cafeteria Management. 

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Are there other considerations for running an End of Year?
1) Once the End of Year process has been run, all other applications that communicate with DataCenter will continue to communicate with the previous year's database until each End of Year process is performed. If any upgrades or setting changes need to be pushed out to these applications, you will need to login to the prior year's DataCenter database to affect these changes.
2) If you do not want SIS special circumstance in Franklin to import back in from the SIS file you must make sure the scheduled tasks have been disabled in the Microsoft Task Scheduler. Failure to first disable jobs in the MS Task Scheduler could result in the circumstances becoming re-enabled when the Franklin Beginning of Year process is run.

What should I do if I am unsure how to proceed?
In the event you have any questions or are unsure how to proceed before or during this process, it is recommended that you contact MCS Support for assistance.  

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Note

Please note the following steps do not apply to everyone. The steps stating "Required" applies to all users. WinFSFR users have more steps to perform and must do so in the order listed. If you are not a WinFSFR user, you do not need to perform the steps denoted to those users.

Inactivate Schools, Grades, and/or Tracks (Optional - Newton and Franklin users)

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For each track that is no longer active, click in the Inactive box. Then, click Ok.

Disable Auto-Synchronization with WinFSFR (WinFSFR users)

Step 1 - Open the System Functionality section

Locate and click on the Admin tab, then select the System Functionality option.

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Step 2 - Disable auto-synchronization with WinFSFR

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Enable End of Year process (Required)

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Step 2 - Read the Warning Message

A warning message will pop up stating the following message.

Warning

The end of year process will create a new datacenter database after backing up the old database.

All other MCS Software packages will then communicate to the OLD database until they perform an end of year process; at which time they will begin communicating with the NEW database.

You must be certain that you want to start a new school year before proceeding. Press <OK> to proceed with the end of year process; or, <CANCEL> to quit this screen without taking any action.

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  • In the column titled Description, enter information for the upcoming school year (e.g. 20142015-2015 2016 School Year).
  • Enter the actual Start and End dates for the upcoming year in the cells provided. You should enter the days and months as two digits and the year as four digits (e.g. 08/01/20142015).
  • In the SchoolYear column, click on the cell to drop down choices and select the appropriate year. In the 20142015-2015 2016 school year, you would select SY2014SY2015_20152016.
  • You need to Attach to Database. Click on the cell to drop down choices and select  MCSMCS_DATACENTER.
  • Click Ok to save the changes.

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