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