Franklin Start of Year

Owned by Robin Rodrigue
Last updated: Apr 25, 2024 by Nora Kinal
5 min read

 

Franklin Start of Year Instructions - 2024-2025 School Year

The following document will guide you through running the Start of Year procedure in Franklin.

Warning

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

Microsoft Task Scheduler

You should consider re-enabling scheduled jobs in Microsoft Task Scheduler such as enrollment systems updates, nightly jobs, etc. prior to attempting the Start of Year process. Please note, if your enrollment system inactivates all students at the End of Year, you may need to coordinate re-enabling this job with the enrollment system department. It should first be confirmed the enrollment system department has readied data for the upcoming school year and has generated a new update file for food administration prior to re-enabling any jobs.

Frequently Asked Questions

What is SIS?
SIS is the acronym for Student Information System. Your district may refer to it as the student enrollment system, student data system, student records system, or another term. SIS is where the student's enrollment information is stored.

I am receiving a Scheduled Task error regarding mass changes. How do I proceed?
Once End-of-Year is completed, the SIS file with all promotion information should be run manually, not by scheduled tasks. To do this, login to DataCenter → Admin → Set-up Student Info File → Run Now. You may see a mass number of changes of more than 10% due to the advancements of students. If it looks like a massive amount of students are being inactivated, STOP and contact Support.

I see critical alerts when logging into the system. How do I handle this?
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 run Scheduled Jobs manually.

Verify Income Eligibility Guidelines

  1. From the Admin & Maintenance tab, locate Miscellaneous Setup. Then, select Income Eligibility Guidelines.

  2. Verify Values Match USDA IEGs.

    • Default amounts can be used by clicking the Automatic Values button.

    • Click Yes to proceed.

       

  3. Once you are certain the values provided in the table match the Income Eligibility Guidelines provided by the USDA, click Save Changes.

  4. Approve the IEGs by clicking Verify Figures.

  5. Enter YOUR FULL NAME and click Ok.

  6. Closeout of the Income Eligibility Guidelines by clicking the X on the tab.

Review/Adjust the Upcoming Verification Expiration Date

You may receive a critical alert after completing the End-of-Year process if you have not established a new Verification Expiration Date.

  1. From the Admin & Maintenance tab, select System Settings.

  2. Locate and select the Verification tab.

  3. Review/establish a new Verification Expiration date. Then, click Ok to save changes.

Run a Full Synchronize with MCS DataCenter

The following process will ensure that the student data is up-to-date with the data provided by your enrollment system and that MCS DataCenter and Franklin are fully synchronized.

From the Utilities tab, locate DataCenter. Then, click Sync.
The ability to run a full sync should first be enabled in the DataCenter tab within Admin & Maintenance > System Settings.

Run Student Information System Update (DataCenter)

Due to the number of changes made in Franklin, you must manually run the Student Information System update from DataCenter.

  1. Login to DataCenter using the system manager's user name and password.

  2. From the Admin tab, select Setup Student Information System.

  3. Run the Setup process in the SIS Import Maintenance window by selecting Run Now.

  4. Verify SIS information is updating by spot-checking a few records.
    Would you like to review fewer records?
    You can deselect the Adds checkbox to lessen the list of changes. Adds are new students who are not recognized by the system; therefore, there may not be enough information to ensure changes are being applied.

    1. Click the plus sign + to expand details.

    2. Verify the student's information is correct and/or not blank (e.g., A student's last name is not changing to an address, etc).

    3. Verify the grade the student is being promoted to is correct and/or not blank.

    4. Once you have spot-verified student records, click OK.

  5. Read the Suspicious Number of Changes warning. If you agree to commit to the changes made, click Yes.

  6. You will see the process running to update the system.

  7. When updates have been completed, click Close and then exit DataCenter.

Run a Full Synchronization Process in Franklin

  1. Login to Franklin.

  2. From the Utilities tab, locate DataCenter. Then, select Sync to perform a second full synchronization to ensure up-to-date student data.
    The ability to run a full sync should first be enabled in the DataCenter tab within Admin & Maintenance > System Settings.