DataCenter End of Year

Owned by Confluence Administrator
Last updated: Apr 25, 2024 by Nora Kinal
5 min read

 

DataCenter End of Year Instructions - 2023-2024 School Year

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

Warning

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

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.

Frequently Asked Questions

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 MySchoolBucks) and are ready to begin performing End of Year procedures in supporting applications such as Newton Cafeteria Management. 

Do I need to be running a particular version to perform an End of Year?
Version 14.0 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 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 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 must log in to the prior year's DataCenter database to affect these changes.

  2. 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 unsure how to proceed?
If you have any questions or are unsure how to proceed before or during this process, it is recommended that you contact Support for assistance.  

Log into DataCenter

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.

Disable/Inactivate Schools (if applicable)

  1. Locate and click on School Maintenance.

  2. 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)

  1. Locate and click on Grade Maintenance.

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 For each grade that is no longer active, click in the Inactive box.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


Disable/Deactivate Tracks (if applicable)

  1. Locate and click on Tracks.

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 For each track that is no longer active, click in the Inactive box.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


Enable End of Year process (Required)

  1. From the Admin tab, select District Setup.

  2. Your District should be highlighted with an arrow pointing at the name. If you do not see it upon the window opening, use the scroll bar to locate it.  If your District is not selected, click on it to select it.

  3. Select the Enable End-of-Year Process checkbox, then click Ok.
     

Run the End of Year Process (Required)

  1. Locate and click on the Admin tab, then select the End of Year Process option.

  2. A warning message will pop up stating the following message. Read the warning and check the box declaring that you understand the procedure, then click Ok.

  3. You will see a series of processes run while End of Year attempts to complete.

  4. Once the End of Year process has been completed, a window will appear notifying you if the process was successful. Click Ok to finish.

  5. Exit out of DataCenter.

Create a New School Year (Required)

  1. Log in to DataCenter.

  2. From the Admin tab, locate Maintenance and select School-Year Maintenance.

  3. Insert a new record for the upcoming school year. Then, click Ok to save changes.

    1. Select the blank bottom row in the graph.

    2. In the Description column, enter information for the upcoming school year (e.g., 2024-2025 school year).

    3. 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., 07/25/2024).

    4. In the SchoolYear column, use the drop-down menu to select the appropriate year. For the 2024-2025 school year, you would select SY2024 2025.

    5. In the Attached to DB column, use the drop-down menu and select MCS_DATACENTER.