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- 2016-2017 School Year
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Info

MSA Client End of Year Instructions

The following document will guide the user through the End of Year procedure for MSA Client.

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Warning

Warning

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

Note
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Microsoft Task Scheduler

Some districts utilize Microsoft Task Scheduler

to run Franklin/MSAClient tasks, particularly those utilizing the on-premise versions of MCS software. 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 If you’re district maintains an on-premise installation of Franklin/MSAClient 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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Frequently Asked Questions

(tick) When should I run my End of Year?
The MSA Client End of Year process is recommended after the school year ends and prior to the Point of Sale End of Year rollover.

(tick) Do I need to be running run a particular version to perform an End of Year?
Version 2.0.0 or higher is recommended.The latest version is required. It will automatically be upgraded for Cloud customers. OnPremise customers can upgrade using the yellow star in the lower right of the Franklin/MSAClient programs.

(tick) Are there any other considerations for running an End of Year?
It is normal to see critical alerts once the End of Year process has been completed.  This occurs because the system's Scheduled Jobs have not yet been completed for the new database.  The critical alerts will clear once the scheduled jobs have been completed (typically at midnight), or you may choose to manually run Scheduled Jobs after run Scheduled Jobs after you have completed the end of year process.

(tick) 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 your District's point of contact (POC) for this application. If the District's POC has questions or needs assistance, they should contact Support for assistance.

End of Year Process Details

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Print Application Detail Report (Optional)

Before completing the end of year process for MSA Client will perform all of the following actions:

  • Automatically copy the current MSA Client database to a prior year database. The user will be allowed to view a prior year database by selecting Utilities → Miscellaneous → Prior-Year Database. When viewing a prior year database, the background of the main form will be red with the label Prior Year on the main form of the program. To switch back to the current year, simply exit and re-launch the application.

Note

If you have converted to MSA Client during the current school year, no Prior-Year Databases will exist in MSA Client until you have performed this End of Year procedure.

  • Delete all students imported as inactive.

  • Remove all Tracking, Application History, and Scanning History transactions.

Login to MSA Client

Ensure you are running MSA Client 2.0.0 or higher. Locate the version you are running in the bottom right-hand corner of the screen.

Run End of Year Process

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in MSAClient, consider printing the full Application Detail report to PDF as an archive for your records.

Reports > Application Reports > Application Details - leave all default options checked and the dates unchecked so it pulls for "all time". Once the report has generated select Print (not Quick Print). Use the drop-down menu for Printer Name to select Microsoft Print to PDF > Print. Select the file location on the local or network drive and name the file 20XX-20XXSY Online Apps or some other suitable name. Then, click Print.  *It may take a few minutes while the file converts the data to PDF format.

Note: Districts with application numbers over 5k should be patient and let the full Application Details report run in the background or consider chunking the report by setting reasonable date ranges. For example we can run the report once from 7/1 to 9/1 and again from 9/2 to 6/30.

Note: Prior year applications are also always accessible in MSAClient > Utilities > Miscellaneous > Prior-Year Database > login as usual

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End of Year Process Details

 The end of year process for MSA Client will perform all of the following actions:

  • All students will be deleted upon End of Year to allow a clean import for the year’s database and will then clear information for the upcoming year's database.  You must check the box verifying you have read the end-of-year instructions. Note that there is no

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  • undo available once these processes have been completed. Click Ok.
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  • You will see a series of processes run while End of Year attempts to complete. Often you will be presented with open connections that need to be closed. Select all open connections and connect exclusively to proceed. Sometimes you’ll need to do this selection twice for different connectivity that may still be open.

Info

The process usually takes 5-10 minutes. It can take considerably more time for districts with application numbers over 5,000. Please be patient and wait for the process to finish.

Note

Warning

The progress bar occasionally appears frozen and does not move while the program is working on end of year. Please be patient and wait for the ending message to show. DO NOT cancel or close the program or the end of year may create a partial backup which support will need to help clear before we can try again. The process usually takes about 5-10 minutes but can take several hours for larger districts.

  • Once the End of Year process has been completed, a window will appear notifying you if the process was successful. Click Ok to exit the program.
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Tip

You have successfully completed the End of Year process for MSA Client.

Note

Don’t forget: Complete End of Year process for MSA Website. Also complete the MSA Start of Year checklist and the MSAClient Start of Year Checklist

Note

Manual Student Import after POS SOY : It’s often advisable to complete a one time manual student import to MSAClient after the POS system has completed it’s Start of Year process. MSAClient > Utilities > Miscellaneous > Import Student Data > Approve Changes if they look reasonable related to recent DC import and SIS update information.