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DataCenter End of Year Instructions - | 20122023- | 2013 2024 School Year The following document will guide you through the End of Year procedure for MCS DataCenter. |
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Warning Please read the following document in its entirety before attempting the End of Year procedure. |
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Microsoft 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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Frequently Asked Questions
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You must be logged in as a user with sufficient privileges for creating a database on the SQL Server. The user admin has this level of permission by default (unless the user was modified by your SQL Server Administrator). |
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 SchoolPaymentSolutions.comMySchoolBucks) and are ready to begin performing End of Year procedures in supporting applications such as Newton Cafeteria Management or WinFSCM.
Do I need to be running a particular version to perform an End of Year?
Version 4.714.0 or higher is required to run the End of Year process. The current version number can be located by looking in the upper left of the application.
Are there any changes I should know about in the latest version of DataCenter?
Yes. There are two new changes in the latest version of DataCenter.
1) You now have the ability to mark Schools as inactive. This causes the school record to be inactivated in other modules and then permanently deleted during End-of-Year procedures.
2) You now have the ability to mark Grades and Tracks as inactive. This causes all grades and tracks to be inactivated in other modules and then permanently deleted during End-of-Year procedures.
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Start of Year ProcedureThe Start of Year procedure ensures proper communication between programs and DataCenter. This is strongly recommended to those who begin the implementation process of new software, such as Edison, prior to the current school year ending and have plans to begin fully utilizing the software at the beginning of the upcoming school year. |
Are there other considerations for running an End of Year?
Once the End of Year process has been run, all other applications that communicate with DataCenter will continue
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communicating 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
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must log in to the prior year's DataCenter database to affect these changes.
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If you do not want SIS special circumstances in Franklin to import back in from the SIS file, you must ensure the scheduled tasks have been disabled in the Microsoft Task Scheduler. Failure to first disable jobs in the MCS Task Scheduler could result in the circumstances being 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 If 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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Log into DataCenter
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Please note the following steps do not apply to everyone. The steps stating "Required" applies apply to all users. WinFSCM and WinFSFR users have more steps to perform and must do so in the order listed. If you are not a WinFSCM user or a WinFSFR user, you do not need to perform the steps denoted to those users. |
Upgrade WinFSCM (WinFSCM users)
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Skip this section if your District does not use WinFSCM as it is the only application that currently utilizes DataCenter for program upgrades. All other application upgrades are managed through the MCS Application Admin Console. |
Step 1 - Login
Login to DataCenter using the system manager's user name and password.
Step 2 - Launch the Program Upgrades
Locate and click on the WinFSCM tab, then select Program Upgrades.
Step 3 - Download the upgrade
- WinFSCM should already have a check next to it indicating you wish to upgrade it. If it does not, click on the box so a check mark appears.
- Next, click Check the Web. This will download any available upgrades.
- Once downloads have run, if they are available, you should receive a "success" window. Click OK.
- Finally, click Cancel to close the Program Upgrades window.
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.
Step 2 - Disable auto-synchronization with WinFSFR
Deselect the Enable real-time auto-synchronization with WinFSFR option. Then, click Ok to save the changes.
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Districts. |
Deactivate Schools, Grades, and/or Tracks (Optional - Newton and Franklin users)
Deactivating Schools, Grades, and/or Tracks will cause records to become inactive, and then they will be permanently deleted during the End of Year processes.
From the Admin tab, select the Maintenance option.
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Disable/Inactivate Schools (if applicable)
Locate and click on School Maintenance.
For each school that is no longer active, click on the Inactive box. Then, click Ok.
⛔ Duplicate Site Code Maintenance
While deactivating schools, review site codes to ensure there are no duplicates. If duplicate site codes exist, you must make corrections before continuing to the next step. If you do not make corrections, you will receive an error.
Jump to New Row
Jump to New Row has been added to DataCenter. This allows you to jump to the last row of the school maintenance list to add new schools and is especially useful for districts with many schools to maintain.
Disable/Deactivate Grades (if applicable)
Locate and click on Grade Maintenance.
For each grade that is no longer active, click in the Inactive box. Then, click Ok.
Disable/Deactivate Tracks (if applicable)
Locate and click on Tracks.
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
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District Setup
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.
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Your District should 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
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District is not
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selected, click on it to select it.
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Select the Enable End-of-Year Process
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WinFSCM End of Year Settings (WinFSCM users)
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Skip this section if your district does not use WinFSCM. |
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Please read this section carefully. This procedure affects the entire district's End of Year process. |
Step 1 - Open the WinFSCM School/Parameter setup section
Locate and click on the WinFSCM tab, then select the System Setup Parameters option.
Step 2 - Choose schools to set the End of Year Parameters
Select a school and click Edit Parameters.
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Step 3 - Set End of Year Parameters |
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- You have a few options at this point. You may click Ok to save the changes only to the default school or you can click Apply to save the changes to multiple schools.
- In the Apply window, you can also choose to save changes to the current school, all schools, or a particular type of schools.school types.
- Click OK once you have completed all parameter updates.
- You should now see the Setup Remote WinFSCM Parameters window. Click Close.
- You have completed updating parameters and should see the primary MCS DataCenter window.
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Select All Schools to ensure the changes are applied to all schools within the district. It is recommended at this point the district considers which parameter values to push down to the school sites. If the district chooses to push out every parameter set up in Step 2 with this process, the Apply only parameters that have changed should be unchecked. If this is not done, the system will only communicate the values that have been updated in this session. |
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checkbox, then click Ok.
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Run the End of Year Process (Required)
Step 1 - Start the End-of-Year Process
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Locate and click on the Admin tab, then select the End of Year Process option.
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Step 2 - Read the Warning Message
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A warning message will pop up stating the following message.
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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.
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Step 3 - Run the Process
You will see a series of processes run while End of Year
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attempts to complete.
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Once the End of Year process has been
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completed, a window will appear notifying you if the process was successful. Click Ok to finish.
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Exit out of DataCenter.
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Create a New School Year (Required)
Step 1 - Open the School Year Maintenance section
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Log in to DataCenter.
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From the Admin tab,
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locate Maintenance and select School-Year Maintenance
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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 Description column
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, enter information for the upcoming school year (e.g.
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, 2024-2025 school year).
Enter the actual Start and End dates
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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/
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25/
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2024).
In the
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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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2024-
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2025 school year, you would select
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SY2024 2025.
- You need to Attach to Database. Click on the cell to drop down choices and select MCS_DATACENTER.
- Click Ok to save the changes.
End of Year Information for Other MCS Modules (WinFSCM users)
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Skip this section if your district does not use WinFSCM. |
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- Select the Locked option by clicking in the box of the database for the MCS_DATACENTER_2010_2011 database. Click Apply and then Ok to save the changes.
Enabling Communication with WinFSFR - Free & Reduced (WinFSCM users)
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Skip this section if your district does not use WinFSCM. |
Step 1 - Open the System Functionality section
Locate and click the Admin tab, then select the System Functionality option.
Step 2 - Enable auto-synchronization with WinFSFR
- Select the Enable real-time auto-synchronization with WinFSFR option.
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In the Attached to DB column, use the drop-down menu and select MCS_DATACENTER.
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You have successfully completed End of Year processes for DataCenter. You may now close the program. |