End of Year / Start of School Tasks

Owned by Nora Kinal
Last updated: Jun 09, 2023 by Thomas Reeverts
8 min read

OptionalOverview

OptionalOverview

NOTE: Please make sure your online application is closed and all application data has been processed before proceeding with this guide. Please email MSAsupport@e-hps.com if you have questions about what you see. Thank you! - The MSA team

The MSA End of Year / Start of Year tasks are outlined below. Click the list item to drop down detailed instructions.

1: End of Year

Schedule: When applications are done for the year and ready to archive. Usually sometime in June.

Time Frame: 15 minutes for most districts.

Note: All MSA applications from the current school year must be processed through to the POS before July 1st and before POS EOY is completed.
Note: MSA Website should be closed to public before completing MSA EOY. The default end date is 6/1 of each year. Please see the "Mis Setup" section of this guide or help setting the autostart and end of year dates on the MSA website admin portal. 

Log in to MSA Client Software

Open MSA Client by clicking the icon on your Desktop.

Select the blue banner to Login with MySchoolBucks.

Note: The first time accessing MSAClient you will have to log in with the previous information of MCS Username: Firstname.lastname Password: Admin123! and tie your Admin portal to your MySchoolBucks Account. Please contact Support if you need assistance with this step. Additionally see MySchoolBucks 2 Step Login Verification

 

MSAClient > Utilities > Application Reports > Application Details > Leave the date range unchecked to show all apps > Print to PDF

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

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.

 

Run MSAClient End of Year

Alert:

A prior-year backup is created at the end of these steps. The system can appear frozen while the backup is happening because the progress bar does not update until the end. Please be patient and let it run. It usually completes in about 10 minutes and will show a completion message. Large districts should plan to let the backup run in the background for longer. Avoid canceling if possible. If the completion message doesn’t show after a day, or the action was canceled, please contact Support

Click Utilities > Advanced > End of Year from the drop-down menu.

Select the check box to indicate you have read the end-of-year instructions, then select Ok.

 

Close User Session Monitors

If prompted close SQL Server Connection Monitors to Connect Exclusively

Alert:

The system can appear frozen while the backup is happening because the progress bar does not update until the end. Please be patient and let it run. It usually completes in about 10 minutes and will show a completion message. Large districts should plan to let the backup run in the background for longer. Avoid canceling if possible. If the completion message doesn’t show after a day, or the action was canceled, please contact Support

 

The system will exit when pressing OK at the end. Next login to MSAClient will be pointing to the new year. You can check this in MSAClient > Admin & Maintenance > System Settings > Misc Tab > Current Year (Note: do not change this date manually. If it did not update properly, contact support).

 

Another way to check for success is to make sure there are no applications in the system. MSAClient > Home > Application Review > Find > Refresh > if nothing shows the apps have been cleared and the database EOY is complete.

 

If there are any errors or questions please call POS Support or email msasupport@e-hps.com.

 

On Premise Only - Update your MSAClient Application

 

If you are using MSA Cloud, you do not need to worry about updating your client. This will be done automatically for you.

If you are using MSA On-Premise (you have your MSA database on a local server at your school), you will need to update your program before completing End of Year, or whenever you see a yellow star in the bottom right corner of the program.

Click Upgrade Available and follow the instructions. If you have questions please reach out to Support.

Access Prior Year Data

Prior year data can be accessed in two ways.

MSAClient > Utilities > Miscellaneous > Prior Year Database > login as usual

or

www2.myshoolapps.com/admin will direct you to the most recent prior year. The developers migrate data to the www2 position during the first few weeks in June.

 

2: Start of Year

Schedule: When preparing to take applications for the new year. Usually July 1st - September 1st

Time Frame: 10 minutes for most districts.

Go to: http://www.myschoolapps.com/admin .
Sign in using the Login with MySchoolBucks button

Note: The first time accessing the Admin Portal you will have to log in with the previous information of MCS Username: Firstname.lastname Password: Admin123!, and tie your Admin portal to your MySchoolBucks Account. Please contact Support if you need assistance with this step

 

After POS Start of Year