End of Year (EOY) State Processes

Contents

Introduction

Beginning in FY16, state reporting can be school year independent. The following two processes, in conjunction with the PowerSchool End of Year (EOY) process, enable cross-year state reporting for FY16 and thereafter:

1. EOY State-level Snapshot
2. EOY State-level Data Update

Order of Operations

The EOY State-level Snapshot and Data Update processes are separate from but connected to the PowerSchool EOY process. A specific order of operations must be followed to obtain the desired outcome:

1. Back up your data (which you can do again prior to running the Snapshot process)
2. Commit PowerSchool Schedules (interchangeable with Steps 1, 2 and 4 only)
3. Install of PowerSchool minimum version - 19.XX (interchangeable with Steps 1, 2 and 3 only)
4. Install latest PowerSchool State release – minimum 21.4.2.0
5. Run the State-level Snapshot Process - Start Page > Reports > Reports (State Reports)
   • A Snapshot Reporting Bundle is provided for running all snapshots at one time.
     • To run the Snapshot Reporting Bundle:
       1. Navigate to System Reports > State EOY Tab
       2. Click the Snapshot Reporting Bundle link. The Snapshot Reporting Bundle page opens.
       3. Select the fiscal year and click Submit.
   • Once the Snapshot Reporting Bundle indicates a Completed status, ensure that all snapshots ran successfully.  If a district ran a single snapshot at some point in the current fiscal year, that snapshot will fail within the bundle. Delete the mid-year snapshot in order to successfully generate a full set of snapshots that reflect the status at year end.
6. Complete PowerSchool EOY Process (NOT reversible)
7. Run EOY State-Level Data Update Process - Start Page > Reports > Reports (State EOY)

IMPORTANT NOTES:

• Only Steps 1, 2 and 3 are interchangeable.
• The results of Step 5 can be deleted and repeated.
• Once Step 6 is complete, you cannot undo what has been done.

Details for Snapshot and EOY State-Level Data Update Processes

Snapshot Process (Step 5)

State Tab Snapshots

A snapshot is the process of making a copy of the current data and saving it for the current ending school year. There are 20 snapshots that can be run individually or via the Snapshot Reporting Bundle; all snapshots must be completed before prior year reporting can be enabled. The following are the snapshots included as part of the State EOY process:

The remaining state data (e.g. DL, FA, FB, FE, FT, GD, GE, and GQ), excluding the FD and FS tabs (these records are addressed in Step 8), do not require a snapshot, as they are already either date driven or the data is not used for state EMIS reporting.

If the snapshot process is complete but a number of omissions or corrections were missed, the snapshot(s) can be deleted and the process re-run, as long as the PowerSchool EOY process (Step 6) has NOT been run.

Students Included in the Snapshot Process

The snapshot process categorizes students into three main statuses and creates snapshots of the student with these statuses:

1. Active – Currently enrolled
2. Inactive – Withdrawn between 7/1 and 6/30 of the snapshot school year (FY16 is the first year) and includes students coded with a withdrawal code of '81' and '99'
3. Excluded – Students marked to be excluded from state reporting on the Home tab.

Prior to Running the Snapshot Process

The (FN) Student Attributes – No Date Record Report calculates the following data not stored in a database for the current year (if it has not be manually entered on the FN tab) :

• Attending Building IRN, Next Year (Override)
• CORE Economics and Financial Literacy Requirement Met
• CORE Fine Arts Requirement Met
• Majority of Attendance IRN

The snapshot process will still accommodate the calculation of the Majority of Attendance IRN, as well as the determination of the Attending Building IRN, Next Year (Override), and will store the calculated values in the snapshot record. You will need to update the CORE fields on the FN tab, if the data is to be stored on the snapshot record. However, the two CORE data fields are currently collected only during the Graduate reporting period and could still be calculated if the appropriate Grad Set was selected.

Deleting a Snapshot

Once a snapshot has been run, it can be deleted if necessary. The Snapshot Management page is located here: Start Page > District Setup > Snapshot Management link (under Ohio State Information). The steps to accomplish are as follows:

1. Select the snapshot to be deleted.
2. Click the View Data button. The Delete button becomes available.
3. Verify that the correct snapshot data are displayed and click the Delete button.
4. If more than one snapshot needs to be deleted, repeat Steps 1-3.
5. Correct/update data as needed.
6. Rerun the impacted snapshot(s).

Note: If only a few student-level snapshots are run and the tab is accessed, the data may not be visible until all student-level snapshots have been completed. Deleting a snapshot may also impact the student-level view.

About FS/FD Tabs

The FS/FD tabs are not included in the snapshot process noted above due to their existing historical nature. However, during Step 7 below, the same set of students as noted in the snapshot process will have an EOY record created that reflects the current record data.

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EOY State-Level Data Update Process (Step 7)

This process involves one required and one optional action:

• Required: Create an FD and FS tab 20XX EOY (06/30/20XX). Included in this action is the update to the Attending Building IRN on the FS tab and the Building IRN on the Home tab with the School ID. In the case of an electronic-like building, the IRN of the building reported on the 20XX EOY record will remain on the now current record. Any current 6/30/20XX record will be converted to 20XX EOY record.

• Optional: Field clearing and updates by tab/page. You can choose some or all of the available pages/tabs to be cleared and updated. Not selecting any updates in the Optional group will not impact the ability to report prior year data. Below are the changes that will be made when the page/tab is selected for clearing and updates. Gifted Served is listed separately from Gifted Screened/Assessed.  Users can choose to clear Gifted Screened/Assessed, but not clear Gifted Served. FN is listed separately from FN - Program of Concentration. Users can choose to clear the FN, but not clear the FN - Program of Concentration. Note: If you choose not to perform the clearing/updating process, you will need to manually update the required fields for the new school year.

Table of Field Clearing and Updates

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