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Running Chancery SMS Year-End Processing
When the District Administrator starts Year-End Processing [>>], Chancery SMS runs a series of pre-programmed tasks which include large-scale changes to the information stored in the system. The District Administrator cannot stop this process nor undo the results once the process is complete. Caution: Before running Year-End Processing, ensure that all nightly processes are complete and up-to-date. If a user makes a change to information that Chancery SMS has not subjected to the nightly process, the change could adversely affect Year-End Processing; for example, a change to a student behavior record or period attendance values can result in an incorrect attendance calculation.
The District Administrator has two options as to how to run Year-End Processing:
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Run Year-End Processing as a single process: Chancery SMS runs the process until elementary and secondary historical records are created and final processing is complete. If Chancery SMS fails to complete the process, the District Administrator can restore the database from the backup created beforehand. |
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Suspend Year-End Processing: Chancery SMS runs the process but pauses after it creates the elementary historical record and again after creating the secondary historical record. These pauses enable the administrator to back up data. To enable Chancery SMS to continue, click Continue Processing. If Chancery SMS fails to complete a stage of the process, the District Administrator can restore the database from the last backup and carry on from that point. For detailed information, refer to the Chancery SMS Manual Year-End Processing Technical Bulletin. |
If Year-End Processing fails, the District Administrator can restore the database from the last backup.
When Chancery SMS commences Year-End Processing, it begins by doing the following:
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Locks down the system against changes by users. Only system users who have permission to run Year-End Processing (typically, District Administrators) can sign in. Signed in users can only view the Year‑End Processing Event Log page. |
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Completes any tasks in progress in the Task Manager, disables scheduled tasks, and deletes any one-off tasks (such as scheduled, non-recurring reports). |
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Backs up the active database. To back up the database, Chancery SMS uses the same process as any SQL Server backup to a remote shared folder. Before actually starting Year‑End Processing, Chancery SMS asks the administrator to identify a folder in which to store the backup. |
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Copies the active database to the Historical Database shell [>>]. |
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Runs the Update_Next_Year_Students nightly process, which adjusts enrollment records based on changes to student status made during the day that Year‑End Processing is run. |
During Year-End Processing, Chancery SMS adjusts the information in the database to support the conversion of the Planning Calendar to the Active Calendar. Refer to Information adjustment during Year-End Processing [>>].
When Chancery SMS has completed adjusting the information stored in the system [>>] and nears completion of Year-End Processing it does the following as its final tasks:
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Converts the Active Calendar to the Historical Calendar. |
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Converts the Planning Calendar to the Active Calendar. |
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Enables any disabled scheduled tasks. |
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Unlocks the system against changes by system users. |
Table 71: Permissions pertaining to performing Year-End Processing
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To
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You need this permission
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Set to
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Details
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Delete schools
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School Specific Pages > Delete Schools
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Yes
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[>>]
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Run Year‑End Processing
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District > Perform Year‑End Processing
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Yes
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[>>]
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In the control bar, under ADMIN, click District Setup. The District Setup page appears. |
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Under Year-End Processing, click Year-End Processing. The Year-End Processing page appears. |
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Under Step 4, click Year‑End Processing.... The Year-End Processing Pre-Check page appears [Figure 177]. |
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Click Run Year‑End Processing.... |
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This button is not available if there are any Errors outstanding [>>]. |
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A warning appears. Click OK. The Database Back-up Information dialog appears. |
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Shared network folder: The location of the backup database. Caution: Ensure the Properties for the folder have been set to share and that Permissions have been set to Full Control, Change, and Read. |
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Back-up file name: The name of the backup database. |
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Username: The system administrator's user name that gives access to the database. |
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Password: The password for the Username. |
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Click OK. The Year-End Processing Backup Option page appears. |
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Select one of the following options: |
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Run Year-End Processing as a single process [>>]
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Suspend Year-End Processing [>>] |
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Click OK. Chancery SMS runs the process. |
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The District Administrator can monitor Chancery SMS's progress through its Year-End Processing tasks [>>]. |
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If Chancery SMS fails to complete a stage of the process, it stops processing. The District Administrator can identify the task that Chancery SMS failed to complete and attempt to repair it before having Chancery SMS resume the process [>>]. |
Pearson
Always Learning
www.pearsonschoolsystems.com
Tel: 866-434-6276
Email: psstechsupp@pearson.com
[You can do this if your role is District Administrator.DA]: