STIDistrict AL Rollover Procedures

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1 STIDistrict AL Rllver Prcedures General Infrmatin abut STIDistrict Rllver IMPORTANT NOTE! Rllver shuld be perfrmed between June 25 and July During this perid, the STIState applicatin will nt be running. The STIDistrict Rllver prcess will prepare the district fr cllecting new data during the cming schl year. In general, the prcess will: Rename the schl year district database. The new name fr the database will be STIDistrict0910. Create a new SQL database fr the schl year. The new database name will be daisi. Mve essential data frm the (STIDistrict0910) database int the (daisi) database. This will include queries that were created this past year, lgins and passwrds, security settings, etc. T determine if a district is ready t Rllver, answer these tw questins: 1. Have all required state reprts been generated, delivered t the state, and apprved fr the schl year? 2. Has a backup f the SQL database (called daisi) been perfrmed? Fr instructins n running a backup, see the sectin Creating a District Database Backup n page 11. This step is ABSOLUTELY CRITICAL! District Rllver Checklist It is imprtant t remember that nce the STIDistrict Rllver has been perfrmed, all the varius prgrams that interact with the district database must als be updated in rder t regain district level functinality. The fllwing is a checklist f the majr steps in the Rllver prcess that must be cmpleted t regain district functinality. Use this as a tl t verify that all steps are dne, and dne in the prper sequence. Mre detailed infrmatin n each step related t an STIDistrict applicatin is included in the subsequent pages f this dcument. Rllver must be run in STIOffice at each schl. Each schl will need t update t the latest versin (v13) f the fllwing prgrams, assuming they are installed at the schl: Quick Reference Guide STI_ STIDistrict AL Rllver Prcedures 1

2 STIOffice STIDistrict Enrllment STIDistrict Net Nte: Fr AL Phase II districts that will be cnverting t InfrmatinNOW fr the schl year, the nly items that need t be updated are STIDistrict Imprt Engine and STIDistrict wrkstatin, where applicable. Versin 13 f the STIDistrict Rllver tl will need t be dwnladed t the SQL Server, and the Rllver perfrmed per the instructins in this dcument. The STIDistrict Imprt Engine will need t be updated t versin 13. If multiple instances f the Imprt Engine are installed, the district must update each ne. The STIDistrict Database Updater will need t be updated t the latest versin available n the Web site. The STIDistrict Wrkstatin prgram will need t be updated t versin 13 n any machine where it is installed. After the Rllvers and updates have been perfrmed at each schl and at the district, each schl shuld perfrm an Uplad All Data using STIDistrict Net, and these files shuld be imprted using the STIDistrict Imprt Engine. Only after cmpleting these steps will the district regain nrmal functinality fr the schl year. Running STIDistrict Rllver DO NOT PROCEED WITH THIS PROCESS UNLESS THE SQL DATABASE (daisi) HAS BEEN BACKED UP. Prir t perfrming the STIDistrict Rllver, require all users wh cnnect t the daisi SQL database t clse their prgrams. These prgrams include: STIDistrict Imprt Engine STIDistrict Wrkstatin STIDistrict Enrllment Prgram STIDistrict Sets STITextbk Crystal Reprts On the server where SQL Server is installed, dwnlad the file labeled STIDistrict Rllver Tl frm the Updates sectin at Open the flder where the file was dwnladed, and then duble-click n the STIDistrict Rllver Wizard file icn. OPTIONAL STEP: If the user wuld like t Rllver inactive student recrds frm the district database int the district database, d this instead: Quick Reference Guide STI_ STIDistrict AL Rllver Prcedures 2

3 Open the flder where the file was dwnladed, and then right-click n the STIDistrict Rllver Wizard file icn, then select Create Shrtcut. Right-click n the new icn, called Shrtcut t STIDistrict Rllver Wizard. Select Prperties. At the end f the Target line, carefully add a space, then type a frward slash fllwed by the letter i. The Target line will nw end in with STIDistrict Rllver Wizard.exe" /i (see screen sht belw). Click OK t save this change. Nw, t begin the Rllver prcess, duble-click n the icn labeled Shrtcut t STIDistrict Rllver Wizard instead f the STIDistrict Rllver Wizard icn. An verview statement will appear. Click the Accept buttn t cntinue. A prmpt will appear reminding the user t back up the daisi database. If the database has nt been backed up, exit the Rllver by clicking n Cancel and perfrm the backup (refer t Creating a District Database Backup n page 11 fr assistance). If the backup has been run, click Next t cntinue. Type the name f SQL Server machine int the space labeled Server Name. Select either Use Integrated (recmmended) r Use SQL Lgin t authenticate against the SQL Server. If Use SQL Lgin is selected, enter sa as the SQL User Name and type in the passwrd fr that accunt. Click n the dwn-arrw t the right f the Database list and select daisi frm the list prvided. Click the Next buttn t prceed t the next step. Quick Reference Guide STI_ STIDistrict AL Rllver Prcedures 3

4 The Rllver wizard will detect any pen cnnectins t the database. If there are cnnectins listed, STI recmmends that all cnnected users be asked t clse their prgrams. After these users have clsed ut, click n the Refresh buttn t verify. If there is a prblem getting all users t clse their cnnectins, the administratr may kill individual cnnectins by highlighting the cnnectin in the list and selecting Kill User (see screen sht belw). Click the Kill All buttn t remve all cnnectins t the database. Click Next t prceed when all cnnectins are clsed. Quick Reference Guide STI_ STIDistrict AL Rllver Prcedures 4

5 The wizard will nw cnnect t the database and verify that the database is valid. When this step cmpletes, click Next t prceed. Quick Reference Guide STI_ STIDistrict AL Rllver Prcedures 5

6 The Rllver prcess will create a database fr string the schl year data. By default, the name f the database will be STIDistrict0910. Click Next t cntinue. OPTIONAL STEP: If the user pted t Rllver the inactive student recrds frm the schl year int the schl year as dcumented earlier, at this pint a screen will appear with a checkbx. Select the checkbx, labeled Rllver data fr inactive students, and click Next t cntinue. The Rllver wizard will nw begin creating varius scripts fr prcessing the ld and new databases. This will take time, s please be patient. At varius pints during this prcedure, a screen may display the message that a prcess is cmplete, but there will be n prgress bar activity and the Next buttn will remain dimmed. This is nt unusual; it simply means that ne script has cmpleted, and the next will begin shrtly. Rllver will nt be able t prceed until all scripts have cmpleted. When the scripts are all finished, the Next buttn will n lnger be dimmed. At this pint, click Next t prceed t the next step. Quick Reference Guide STI_ STIDistrict AL Rllver Prcedures 6

7 This next step will actually run the varius scripts that were created in the previus step. Click Next when this prcess is cmplete. Rllver is nw cmplete! There is nw a database called STIDistrict0910 that cntains all the data frm the schl year (as f the last uplad frm every schl); and there is als a database called daisi that will serve as the schl year district database. The user is nw ready t update the ther STI applicatins (STIOffice, STIDistrict Net, Imprt Engine, etc ) and begin imprting data int the new database. Quick Reference Guide STI_ STIDistrict AL Rllver Prcedures 7

8 Nte: If errrs were fund during the Rllver prcess, they will be listed in the windw displayed belw. When exiting this windw, the user will be prmpted t save the errr messages as a text file (.txt) in a specified lcatin. Errrs may r may nt be significant. If the user is cncerned abut any errrs received, please fllw the Und Rllver prcedures as described in the sectin Und STIDistrict Rllver n page 8 and then try rlling ver the daisi database again. Und STIDistrict Rllver If errrs ccurred at any time during the Rllver prcess, it is recmmended that the user run the Und STIDistrict Rllver prcedure t reset the STIDistrict0910 database back t its riginal state as the daisi database. Perfrm the fllwing steps t und STIDistrict Rllver: Open the flder where the file was dwnladed and then right-click n the STIDistrict Rllver Wizard. Select Create Shrtcut. Right-click n the new icn, called Shrtcut t STIDistrict Rllver Wizard. Select Prperties. At the end f the target line, carefully add a single space, then type a frward slash, fllwed by the letter R. The target line will nw end with STIDistrict Rllver Wizard.exe /R (see screen sht belw). Quick Reference Guide STI_ STIDistrict AL Rllver Prcedures 8

9 Click OK t save this change. Nw duble-click n the Shrtcut t STIDistrict Rllver Wizard icn. On the next screen, click Accept (see screen sht belw) Quick Reference Guide STI_ STIDistrict AL Rllver Prcedures 9

10 Click Next as shwn in the screen sht belw. Enter the passwrd t the SQL Server sa user accunt and then click Next (see screen sht belw). Click Next n each subsequent screen t cmplete the Und Rllver prcess. A screen will appear with the fllwing messages: The daisi database will be deleted and The STIDistrict0910 database will be renamed t daisi. Click Next. Once the Und Rllver prcess has been cmpleted, click the Finish buttn. *NOTE*: After the Und Rllver prcedure has been perfrmed, the user may try t Rllver the daisi database again at any time. Quick Reference Guide STI_ STIDistrict AL Rllver Prcedures 10

11 Creating a District Database Backup Creating Database Backup in SQL Server At the District Server (n which SQL is installed), pen the Enterprise Manager fr SQL Server. Click Start Prgrams Micrsft SQL Server Enterprise Manager. Expand the ndes under the Cnsle Rt until the Databases flder is revealed. Expand Databases, right-click the database, pint t All Tasks, and then click Backup Database. In the Name bx, type the backup set name. Optinally, in Descriptin, type a descriptin f the backup set. Under Backup, click Database - cmplete. Quick Reference Guide STI_ STIDistrict AL Rllver Prcedures 11

12 Under Destinatin, click Tape r Disk, and then specify a backup destinatin. The backup destinatin needs t include the cmplete path and filename fr this backup. If n backup destinatins appear, click Add t add an existing destinatin r t create a new ne. Under Overwrite, d ne f the fllwing: Click Append t media t append the backup t any existing backups n the backup device. Click Overwrite existing media t verwrite any existing backups n the backup device. Optinally, select the Schedule checkbx t schedule the backup peratin fr later r peridic executin. Optinally, click the Optins tab and d ne r mre f the fllwing: Select the Verify backup upn cmpletin checkbx t cause the backup t be verified when backed up. It is recmmended that users select this ptin. Select the Eject tape after backup checkbx t cause the tape t be ejected when the backup peratin has cmpleted. Available nly with tape devices. Select the Check media set name and backup set expiratin checkbx t cause the backup media t be checked t prevent accidental verwrites. In Media set name, type the name f the media t be used fr the backup peratin. Leave blank when specifying nly the backup set expiratin. If it is the first use f the backup media, r if the user wishes t change an existing media label, under Media set labels, select the Initialize and label media checkbx and type the media set name and media set descriptin. The media may be initialized and labeled nly when verwriting the media. Click OK t begin the backup. Quick Reference Guide STI_ STIDistrict AL Rllver Prcedures 12

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