Terra Dominguez May 5, 2014

1. NC-SIS PowerSchool EOY Expectations Terra DominguezMay 5, 2014

2. Audience • LEA / Charter NC-SIS PowerSchool coordinators • Tech Directors

3. Purpose • Describe End of Year (EOY) • Define LEA, DPI and Pearson responsibilities • Discuss resources and support • Identify next steps • Answer questions

4. 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

5. 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 correctedprior to EOY • EOY will not complete if validation fails • If using PowerScheduler, SY 14/15 schedules must be committed priorto EOY (HS, MS) • EOY must be runduring shut-down window

6. Who Does What? - Responsibility • LEA – Validate data • LEA – Communicate completion • DPI – Verify validation is complete for all LEAs • DPI / Pearson – Shut-down(Pearson back-upsystems in place) • LEA or DPI – Run EOY (this part’s easy) during shut-down • DPI / Pearson – Re-connect and initiate PowerSchool Instances (ODS) • DPI – Complete year end processes for state’s integrated/dependent systems • DPI – Communicate systems up • LEA – Begin Post-EOY (SIS review, updates and local system integration)

7. LEA - Validate • Begin now • UsePowerToolsreports (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 EOYprocess until DPI shut-down has been communicated • Correct at LEA and school level

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

9. Validate Only • DPI will provide the appropriate entry and exit codes

10. 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

11. Validation Support • Weekly technical webinarshttps://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 • Articleson PowerSource • Some articles only accessible to LEA Technical contact

12. LEA - Communicate • Respondto DPI survey by Friday, May 9th • Provide contactin survey • EOY requires 24/7 LEA contact • Be prepared to run EOY by XXXX

13. Integration and Dependency • Integrated systems* are dependenton 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

14. 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’

15. LEA / DPI – Run EOYWait…You want me to ‘Push the Button’? • EOY is runafter 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

16. 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

17. 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

18. 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

19. 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

20. Next Steps • ReviewNC-SIS EOY pages for validation procedures and support documents http://www.nc-sis.org/EOY.html • Determine participation – will you ‘push the button’ • Begin validation • Respond to survey by Friday May 9, 2014 • Register for weekly Tuesday state-wide Tech Webinars https://www1.gotomeeting.com/register/340351513

21. 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

22. Thank youHome Base Support CenterAvailable: Monday - Friday7:30 AM to 5:00 PMPhone: 919-807-4357Email: homebase.incidents@its.nc.gov(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)