Terra Dominguez May 5, 2014

Terra Dominguez

May 5, 2014

NC-SIS PowerSchoolEOY Expectations

Audience

• LEA / Charter NC-SIS PowerSchool coordinators

• Tech Directors

Purpose• Describe End of Year (EOY)

• Define LEA, DPI and Pearson responsibilities

• Discuss resources and support

• Identify next steps

• Answer questions

What is End of Year (EOY)?• Function similar to NC WISE that promotes

students to the next year school and next year grade at the end of a school year

• Run at each LEA for all schools

• Shut-down window similar to NC WISE YET

– All PowerSchool instances will be shut-down prior to running EOY in late June and remain unavailable through first week in July

More About EOY• Three processes that occur at the LEA level

– Validation: most reports and clean up can be executed by school staff

– EOY: performed on all schools in the LEA at the same time

– Post-EOY: most tasks may be completed by school staff

• Current year (SY 13/14) data must be corrected prior to EOY– EOY will not complete if validation fails

• If using PowerScheduler, SY 14/15 schedules must be committed prior to EOY (HS, MS)

• EOY must be run during shut-down window

Who Does What? - Responsibility1. LEA – Validate data

2. LEA – Communicate completion

3. DPI – Verify validation is complete for all LEAs

4. DPI / Pearson – Shut-down (Pearson back-up systems in place)

5. LEA or DPI – Run EOY (this part’s easy) during shut-down

6. DPI / Pearson – Re-connect and initiate PowerSchool Instances (ODS)

7. DPI – Complete year end processes for state’s integrated/dependent systems

8. DPI – Communicate systems up

9. LEA – Begin Post-EOY (SIS review, updates and local system integration)

LEA - Validate• Begin now• Use PowerTools reports (School level, can run for SY 13/14)

– Section Enrollment Audit

– School Enrollment Audit

Also located: Start > Reports (System)

• Run validations on End-of-Year Process screen – LEA User: DO NOT RUN EOY process until DPI shut-down has been communicated

• Correct at LEA and school level

Read Everything First – End-of-year process Screen Path

Validate Only • DPI will provide the appropriate entry

and exit codes

Lather, Rinse, Repeat• Begin validation and correction now

• Continue to run validation and correct data until DPI shut-down window

• EOY validation tools can be used all year long

Validation Support• Weekly technical webinars

https://www1.gotomeeting.com/register/340351513

• Home Base Support Center (HBSC) available to answer validation questions– Does your technical staff need more help? Log that too

• Documentation on NC-SIS sitehttp://www.nc-sis.org/EOY.html

• Articles on PowerSource– Some articles only accessible to LEA Technical contact

LEA - Communicate• Respond to DPI survey by Friday, May 9th

• Provide contact in survey

– EOY requires 24/7 LEA contact

• Be prepared to run EOY by XXXX

Integration and Dependency• Integrated systems* are dependent on the

completion of EOY for all LEAs, however; no LEA may begin EOY function before DPI shut-down communication– ODS (Repository)

– CFNC

– CECAS

– SchoolNet

– Open Class

– Test Nav

– TNL – NCEES*Examples

DPI – Verify Validation• Check-points will be established to

assist LEAs/Charters

• EOY will not be run until all LEAs/Charters have completed validations

• LEAs/Charters are encouraged to run EOY – a.k.a. ‘Push the button’

LEA / DPI – Run EOYWait…You want me to ‘Push the Button’?• EOY is run after DPI shut-down is communicated

• LEA encouraged to run EOY– ‘Pushing the button’ starts with a drop-down and ends with Submit

– In some cases, this may provide LEAs more time for data clean-up

• If data is correct EOY function will run

• If process does halt, DPI 24/7 resource available

• Complete the survey by Friday, May 9th

DPI - Shut-down Window• Back-ups taken by Pearson Hosting

• 24/7 support for DPI from Pearson

• 24/7 support for LEAs/Charters from DPI

• More detail pending on when to ‘push the button’ – Large LEAs will begin EOY first

Isn’t There More?• Yes but we are learning with you so we

will update the EOY webpages

• Tips and Tricks document specific to NC

• Tuesday Tech webinars https://www1.gotomeeting.com/register/340351513

• DPI can establish meetings for technical staff for in-depth questions

DPI – Connect, Complete, Communicate• Pearson to re-connect ODS

• DPI / vendors complete end of year processes for integrated systems

• Post-EOY validation tasks– Individual contact with LEAs/Charters as

needed

• Communicate completion to state

LEA – Begin Post-EOY• Post EOY- tasks

– System and data review

– Integrate local systems if needed

• First day of SY 14/15 is 6/27/2014

Next Steps1. Review NC-SIS EOY pages for validation procedures

and support documents http://www.nc-sis.org/EOY.html

2. Determine participation – will you ‘push the button’

3. Begin validation

4. Respond to survey by Friday May 9, 2014

5. Register for weekly Tuesday state-wide Tech Webinars https://www1.gotomeeting.com/register/340351513

Burning Questions• EOY required activities

– Optional, Recommended and Required tasks are defined in the support documents

• Next grade, next school– Students transferring out

– Charter Schools

– Program Schools

• Scheduling

Thank youHome Base Support CenterAvailable: Monday - Friday

7:30 AM to 5:00 PM

Phone: 919-807-4357Email:

[email protected]

(Please do not send an email to this address unless you are a designated school official

authorized to submit service desk tickets to Home Base Support Center)