eSchoolPLUS Year End Rollover

eSchoolPLUS Year End Rollover

Kim Kaltenbrun, Senior Consultant

October 14, 2015

This document contains confidential proprietary trade secret information of SunGard K-12 Education. This file is not to be copied, reproduced, lent or disposed of, nor used for any purpose other than sharing with employees of the district without the express prior written permission of SunGard K-12 Education.

Preparation is Key to Success!

A successful rollover is 90% preparation and 10% processing!

Copy Setups for Next Year Scheduling

Registration and Scheduling Setups for Next Year need to be in place to support next year scheduling activities.

Create Next Year Calendars

• In the Next Year Environment, create Building Calendars.• Registration Center > Setup > Calendars

• Verify and save the correct Marking Period dates• Registration Center > Setup > Marking Periods

Year Specific Setups

You can change Year Specific Setups in the next year environment.

Non Year Specific Setups

Caution! You should not change Non Year Specific Setups. It will affect Current Year processing.

Review and Correct Student Data

• Next Year Registration Information• Next Year Building• Next Year Grade• Next Year Primary Homeroom• Next Year House/Team

• Academic Information• Graduation Information• Promotion Flag

• Entry/Withdrawal Information• Graduates• Pre-Registered Students

• State Related Information

Geo-Code? Verify Building Assignments for Next Year

Identify Student Populations and Exceptions

• Graduates• How will graduating students be identified?

• Retained Students• How will retained students be identified?

• Pre-registered Students• Are Pre-registered students enrolled with a consistent

methodology?• Students Changing Calendars/Buildings

• Will grade level students be placed on a specific calendar?• Other Special Populations of Students

• Out of District• General Promotion

• Students move to Next Year Building – Next Year Grade

Utilize and Save Advanced Searches

Leverage eSchoolPLUS Utilities

• Mass Assign Buildings Geo Code

• Registration Assignment Confirm/Mass Update Next Year registration fields

• Registration Mass Update Confirm/Mass Update Next Year registration fields

• Advance Search Updates Confirm/Mass Update

Create Your Registration Rollover Criteria

• Based on the identified “student populations”• Determine identifying data elements for each population

• Is there data you wish to update in the rollover?• Demographic• Next Year• Summer School• Entry/Withdrawal• Academic• Personal

Verify E/W District Configuration Settings

Verify Rollover E/W Building Reg Config

Criteria Sequence is Critical!

• Year End Criteria is processed based on the sequence order

• Once a student is processed, the student will not be processed in a subsequent criteria

• Typical Processing sequences are:• Graduates • Retentions• Pre-registered students• Calendar/Building Changes• Special Circumstances• General Promotions

Create Registration Rollover Criteria

If blank, will use Rollover codes designated in Building Registration Configuration

Identify Student Update Values

“Next” Year Update Values

The Next Year Building will become the Current Year Building when rollover is processed.

The Next Year Grade will become the Current Year Grade when rollover is processed.

Looks at Grade (validation table) and sets Next year grade to grade designated in table.

Year End Criteria Review

Time to Process - Checklist

Check your SecurityTurn off Audit TrailTurn off SIFLock out usersDisable NotificationsDisable HAC NotificationsProcess any Enrollment Online ApplicationsMake sure you have a good Back-up

Ready to Run Registration Rollover

Relax – then review processing logs!

• Students not processed by the rollover will be identified by Student ID in the rollover logs.

• Remember, you can always restore, correct the criteria or the student related data, and run rollover again.

• Very important – remember to restore the rollover BEFORE you correct student data!

Relax – then review processing logs!

• Students not processed by the rollover will be identified by Student ID in the rollover logs.

• Remember, you can always restore, correct the criteria or the student related data, and run rollover again.

• Very important – remember to restore the rollover BEFORE you correct student data!

Rolling Over Programs

Running Programs Year End

Additional Year End Rollover Options

Thank You!

Kim Kaltenbrun, Senior Consultant

October 4, 2015