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The following document will guide you through the End of Year procedure for MCS DataCenter. |
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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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Login to DataCenter
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Please note the following steps do not apply to everyone. The steps stating "Required" applies to all users. |
Inactivate Schools, Grades, and/or Tracks (Optional - Newton and Franklin users)
Inactivating Schools, Grades, and/or Tracks will cause records to be inactivated and then permanently deleted during End of Year processes.
Open the Maintenance section
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From the Admin tab,
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select the Maintenance option.
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/Inactivate Schools (if applicable)
Locate and click on
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School
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Maintenance.
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- For each school that is no longer active, click in the Inactive box. Then, click Ok.
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/Inactivate Grades (if applicable)
- Locate and click on
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- Grade
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- Maintenance.
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- For each grade that is no longer active, click in the Inactive box. Then, click Ok.
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/Inactivate Tracks (if applicable)
Locate and click on
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Tracks.
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- For each track that is no longer active, click in the Inactive box. Then, click Ok.
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Enable End of Year process (Required)
Step 1 - Open the District Setup section
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From the Admin tab,
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select the District Setup
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Step 2 - Enable the End of Year process
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Your District should
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be highlighted with an arrow pointing at the name
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. If you do not see it upon the window opening, use the scroll bar to locate it. If your District is not checked, click on it to select it.
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- Click in the Enable End-of-Year Process
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- box. Then, click Ok.
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Running the End of Year Process (Required)
Step 1 - Start the End-of-Year Process
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Step 2 - Read the Warning Message
- Locate and click on the Admin tab, then select the End of Year Process option.
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A warning message will pop up stating the following message
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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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Read the warning and check the box declaring that you understand the procedure. Then, click Ok.
Step 3 - Run the Process
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You will see a series of processes run while End of Year attempts to complete.
Once the End of Year process
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has completed, a window will appear
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notifying you if the process
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was successful. Click Ok to finish.
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Exit out of DataCenter.
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Login to DataCenter
Creating a New School Year (Required)
Step 1 - Open the School Year Maintenance section
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- From the Admin tab,
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- locate Maintenance and select School-Year Maintenance
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- .
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- Insert a new record for the upcoming school year. Then, click Ok to save changes.
- Select the blank bottom row in the
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- graph.
- In the column titled Description, enter information for the upcoming school year (e.g.
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- 2016-2017 SY).
- Enter the actual Start Date and End
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- Date 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.
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- 07/01/
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- 2016).
- In the SchoolYear column,
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- use the
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- drop-down
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- menu to select the appropriate year.
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- For the
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- 2016-
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- 2017 school year, you would select
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- SY2016_
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- 2017.
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- In the Attached to DB column, use the drop-down menu and select MCS_DATACENTER.
- In the Attached to DB column, use the drop-down menu and select MCS_DATACENTER.
- Click Ok to save the changes.
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You have successfully completed End of Year processes for DataCenter.