PCS Rightrak Year End Procedures

Transcription

1 PCS Rightrak Year End Procedures All districts using the Rightrak Software must complete the following procedures after all schools have completed Fastrak Year End and communicated their last operational day. Year End steps for all districts: Step 1: Verify Data 3 Step 2: Make a Backup (Year ) 4 Step 3: Installation of Software 6 Step 4: Cleaning Student ID s 8 Step 5: Clean up Utilities 9 Step 6: Archive the Change Database 10 Step 7a: Archive the History Database 14 Step 7b: Archive Additional Historical Data (Optional) 16 Step 8: Confirm Hold Back 17 Step 9: Hold Back Students 19 Step 10: Graduate the Highest Grade 21 Step 11 Upgrade Grade 23 Step 12: Bulk Update to Temporary Eligibility 26 Step 13: Make a Backup 29 Step 14: Update the Reimbursement Rates for the New Year 31 Year Start steps for all districts: Step 15: Preparation for New Application Processing 32 Step 16: Process New Enrollment Information 34 Step 17: Export Student Changes 35 Step 18: Make a Backup 37 Step 19: Run a Compare 38 Step 20: Money Transfer 41 Step 21: Export Student Changes 48 Step 22: Accept Data at Schools Prior to School Start 49 Step 23: Entering New and Existing Applications 50 Step 24: Temporary Eligibility Letters for the New Year 51 Step 25: Recalculate Eligibility 53 PCS Revenue Control Systems Inc. Rightrak Year End Procedure 1

2 What s New In Rightrak? Please read the included release notes for all the details!! PCS Revenue Control Systems Inc. Rightrak Year End Procedure 2

3 Step 1: Verify Data From the Rightrak Desktop 1. Click on Report Center The GL Data Status Report will already be highlighted. 2. Click Preview Report 3. Verify that All Schools have communicated their last serving day Note: The computer date determines the default viewing date 4. Close Report Center Change the Date for previous months if necessary. Step completed PCS Revenue Control Systems Inc. Rightrak Year End Procedure 3

4 Step 2: Make a Backup Make a backup of Rightrak and label the backup Backup Rightrak Year End Save the Backup in a safe place for Audit Purposes. 1. Launch the Rightrak Software 2. Click Maintenance 3. Click Backup 4. Click Diskette/Removable Media Full Backup To change the drive letter double click in the box to highlight the Drive letter or click in the box, delete or backspace over the letter, then type the appropriate Drive Letter. 5. Insert the Backup material into the specific drive 6. Click Do It 7. Click OK As a safeguard, PCS recommends performing a Special Backup in addition to the removable backup outlined above. The Special Backup will be stored in the Dsmp quick backup folder with a unique name. 1. Launch the Rightrak Software if it is not open already. 16. Close any active Rightrak windows and click Maintenance 16. Click Backup 16. Click Special Backup PCS Revenue Control Systems Inc. Rightrak Year End Procedure 4

5 16. Name your backup YE2009 in the blank space 16. Click Do It! The backup process will close upon completion. Step completed PCS Revenue Control Systems Inc. Rightrak Year End Procedure 5

6 Step 3: Installation of Software Before Upgrading the Rightrak Software make sure you have completed Step 2. It is critical that all users have exited from Rightrak and that you are currently logged into Windows with Administrative rights to the directory in which Rightrak will be installed. There are two types of Installations; Network and Local. Determine which Installation is appropriate for your District. If you are unsure of your type of installation, check the Target Location of your Dsmp32 or Rightrak Desktop Icon. 1. Right click on the icon 2. Left click on Properties 3. Select the Shortcut tab The Target Location indicates where your Rightrak software is currently installed. If your software is currently installed on a network drive, please proceed to Network Installation. If your software is currently installed on your local drive, please proceed to Local Installation. PCS Revenue Control Systems Inc. Rightrak Year End Procedure 6

7 Network Installation From the Windows Desktop 14. Insert the Rightrak CD into the CD-Rom drive (CD will automatically run) 14. Click on the Rightrak Installation Tab 14. Click Next 14. Click Browse for the Destination Directory First: Change the Network Drive Letter to where the DsMP Directory is located. Second: Double click the DsMP Directory in the Directories Box. 14. Click OK 14. Click Next 2 times 14. Click on Finish 14. Launch Rightrak from your Desktop 14. If prompted to insert fields always click Yes. 14. If the system wants to upgrade the database also respond Yes. Local Installation (Non Network) 1. Insert the Rightrak CD into the CD-Rom drive (CD will automatically run) 2. Click on the Rightrak Installation Tab 3. Accept the Default location for the program e.g. C:\Dsmp 4. Click Next three times 5. Click Finish The Rightrak Software Upgrade is now complete. Step completed PCS Revenue Control Systems Inc. Rightrak Year End Procedure 7

8 Step 4: Cleaning Student ID s Some databases may still have students with temporary student ID numbers. Permanent district ID numbers should be applied to the student record. From the Rightrak Desktop 1. Click on the Students Button 2. Type the letter T in the Student ID box 3. Click the Big Q The List of T Numbers will be displayed. You can Scroll through the list now and make the changes to the student ID s 4. Search for the Student who needs to be modified 5. Click on the Student to Highlight them 6. Click on Edit 7. Change the Student ID 8. Click on Update Note: Once you click update, the student will be removed from the search on screen. Step completed PCS Revenue Control Systems Inc. Rightrak Year End Procedure 8

9 Step 5: Clean Up Utilities This step will help you keep the Rightrak Databases fully optimized for daily activities. 1. Click on Maintenance at the top of the screen. 2. Click on FR Bulk Changes 3. Click on Cleanup/Repair Utils If you want all closed accounts deleted, take the check mark away from the Inactive Since box. This check mark will allow you to keep closed accounts that have no activity in their account from the date you choose. 4. Modify your screen to look like the one above 5. Click on OK 6. Click YES to the Confirm Box 7. Each Clean Up Utility will run automatically 8. Click Close when the Progress is done. Step completed PCS Revenue Control Systems Inc. Rightrak Year End Procedure 9

10 Step 6: Archive the Change Database Before archiving the Student Changes database, you will need to determine the amount of data to be archived. To do this, you must view the Student Changes log. 1. Click on the File Export Icon 2. Click on View Student Changes 3. Change the Sent check box to a grey check 4. Change the FROM date box to a date which you are comfortable archiving up to. PCS recommends twelve months prior to today s date. 5. Click on the Query button 6. Write down the transaction number of the first record. We will use this number later in the process. Transaction # Keep in mind that we are archiving data not deleting data. The archived changes will be viewable in the same section of the program that you are currently in. Notice the view archive button in the upper left section of this window. 7. Close the Student Changes window PCS Revenue Control Systems Inc. Rightrak Year End Procedure 10

11 8. Click on Administrator 9. Click on Archive 10. Click on Student Changes The following warning will appear 11. Click on OK 12. Enter the transaction number that you noted from the Student Changes screen in the To Trans Num box. If you are comfortable archiving all change history, simply enter the last number found on your screen as illustrated above. Reminder Archiving is not deleting data. It is placing the data in another location which is still viewable within Rightrak. 13. Click on Do It PCS Revenue Control Systems Inc. Rightrak Year End Procedure 11

12 The archive process may take a considerable amount of time depending on the amount of data being archived and the speed of your computer. You will receive the following message. 14. Click OK 15. From the drop-down, select the drive letter to where you would like your archive backup copied. 16. When the backup is complete, click on Close The zip backup file will be copied to the \DSMP\QDsmpBk folder of the drive selected. If you receive the following warning, you have not have selected enough data for archiving. The archive must have a minimum number of 25,000 records. To correct this error, we will need to adjust the minimum record flag in the configuration file. PCS Revenue Control Systems Inc. Rightrak Year End Procedure 12

13 a. Click on OK to clear the error message b. Click on Close to clear the Archive window c. Click on Administrator d. Click in Configuration File e. Click on Archives f. DOUBLE click on g. Change the default value of to 500. h. Click on Save i. Click on Save in the upper left corner. j. Click on Close k. Click on OK The changes that you have made will require closing and re-entering Rightrak. l. Once you have re-entered Rightrak, repeat Steps 8 through 16. Step completed PCS Revenue Control Systems Inc. Rightrak Year End Procedure 13

14 Step 7a: Archive GL and POS Item History This process archives history stored in the General Ledger database up to and including the date selected. PCS recommends that you use the default date of twelve months prior. The archived information will remain accessible, but in an archived database. 1. Click on Administrator 2. Click on Archive 3. Click on Archive GL and POS Items Data Please read the following pop-up message and continue when ready. 4. Enter the To Trans Date 5. Click Do It 6. Click OK to the following pop-up PCS Revenue Control Systems Inc. Rightrak Year End Procedure 14

15 Rightrak will now create a zip backup of your archived data. The zip backup file will be copied to the \DSMP\QDsmpBk folder of the drive selected. 7. From the drop-down, select the drive letter to where you would like your archive backup copied. 8. When the backup is complete, click on Close Step completed PCS Revenue Control Systems Inc. Rightrak Year End Procedure 15

16 Step 7b: Archive Additional Historical Data PCS recommends archiving additional historical data. Optionally, you may also choose to archive: Payment Log Applications Districts using Paypams are encouraged to archive their Payment Log data. Larger districts are encouraged to archive Student Changes and Applications Archiving data will reduce the size of the current database and ensure a worryfree start to the new school year. PCS recommends that you use the default date of twelve months prior. The archived information will remain accessible, but in an archived database. 5. Click on Administrator 6. Click on Archive Click on each of the optional archive choices and follow the steps outlined in Step 7a Archive Payment Log Step completed Step skipped Archive Applications Step completed Step skipped PCS Revenue Control Systems Inc. Rightrak Year End Procedure 16

17 Step 8: Confirm Holdback Status DO NOT perform this step if you are receiving changes and updates from your Student Enrollment system! Skip to Step 10 on Page 21. Districts that do not receive a download file from an enrollment system must manually graduate students each year. When you performed the graduation procedure last year, a Y appeared under Hold Back for students as a precaution NOT to graduate these students more than once. In order to move students to the next grade you must toggle all Y s to N s: Y = Hold back, DO NOT Graduate N = Graduate To properly graduate students, perform the following steps: 1. Click on Year End 2. Click on Student Graduation 3. Click the Hold Back box until the checkmark is black and white 4. Click the Big Q If you have no students with a status of Y, you may proceed to Step 9 otherwise, please continue. PCS Revenue Control Systems Inc. Rightrak Year End Procedure 17

18 The following steps will reverse the Hold Back status of those students NOT marked for graduation. 5. Click on the first student to highlight that student in blue 6. Scroll to the bottom of the list or press the Ctrl + End Keys 7. Hold down the Shift Key and click on the last student in the List. This will highlight all students in the list. 8. Click the Graduation Functions button 9. Click the Toggle Hold Back choice 10. Click Close upon completion Step completed Step skipped PCS Revenue Control Systems Inc. Rightrak Year End Procedure 18

19 Step 9: Hold Back Students DO NOT perform this step if you are receiving changes and updates from your Student Enrollment system! Skip to Step 10 on Page 21. Perform this function when you receive a list of students that are being held back. This must be performed before Step 10: Graduate the Highest Grade otherwise you will have to individually correct grades under the Student Button. 1. Click on Year End 2. Click on Student Graduation 3. Type in the Student ID of the student being held back 4. Click the Big Q 5. Highlight the student 6. Click the Graduation Functions button PCS Revenue Control Systems Inc. Rightrak Year End Procedure 19

20 7. Click the Toggle Hold Back choice 8. The Toggle Status will change from N to Y 9. Repeat Steps until the list of held back students is complete Step completed Step skipped PCS Revenue Control Systems Inc. Rightrak Year End Procedure 20

21 Step 10: Graduate the Highest Grade Reminder This function is optional if you are receiving changes and updates from your Student Enrollment System and choose to run the compare process outlined in Step 19. Graduate the Highest Grade is used to move students in the highest defined grade to a closed status. 1. Click on Maintenance 2. Click on FR Bulk Changes 3. Click on Student Bulk Changes PCS Revenue Control Systems Inc. Rightrak Year End Procedure 21

22 4. Click the Active Status box once turning the check mark to black with a white background 5. Change the grade field to the 12 th Grade 6. Click the Big Q 7. Click on the First Student in the list so they become Highlighted 8. Scroll to the bottom of the list or Hold the Ctrl Key down and press the End Key on the keyboard 9. Hold down the Shift Key and click on the last Student in the List this will highlight all students in the list at one time. 10. Click the Bulk Updates/Changes tab 11. Click the Toggle Account Status Choice 12. Click Close upon completion Step completed Step skipped PCS Revenue Control Systems Inc. Rightrak Year End Procedure 22

23 Step 11: Upgrade Grade DO NOT perform this step if you are receiving changes and updates from your Student Enrollment system! Districts that do not receive updates from a Student Enrollment System may upgrade Grades, Homeroom, Section, Program and Next School using the Student Bulk Changes section. Before graduating your students, you must set the next school for each child. This process will assign the Next School number for each student. This process will not run successfully if you have not defined the next school number for each of your schools. Next School number must be defined for each school under School Maintenance in Rightrak. If Next School number is not defined, edit each school under School Maintenance and enter the school number of the school that all graduating students will attend. For Example: If all graduating students from school number 1234 go directly to school number 0002, you would enter 0002 in the Next School box when editing school 1234 under School Maintenance. Using the example above, if all graduating students from school 1234 go to multiple schools, please contact PCS before proceeding. Call for assistance and refer to Step 11 of Rightrak Year End. The following steps will Bulk Change Next School From the Rightrak Window 1. Click on Year End PCS Revenue Control Systems Inc. Rightrak Year End Procedure 23

24 2. Click on Student Graduation 3. Highlight all the Students in the results section of the screen Note: To highlight all of the Students left click on the first child in the list, scroll down to the bottom, hold down the Shift Key and left click on the last Student Record. This will highlight all Students at one time. 4. Click on Graduation Functions 5. Click on Set Default Next School The following steps will upgrade the grades of all students and move graduating students to their appropriate next school. 6. Click on Graduation Functions 7. Click on Graduate Students Note: This is a universal function no student selection or Query Criteria is necessary. PCS Revenue Control Systems Inc. Rightrak Year End Procedure 24

25 8. Select your criteria Note: Selecting Delete Graduated Students will delete the students in the highest grade. Unselecting the box will close the students in the highest grade. 9. Click OK Once OK is selected the process will run automatically 10. Click OK to the Information Box You may wish to review any upgrade errors by clicking the View Job Log button. 11. Click Close to close the Student Graduation window. Step completed Step skipped PCS Revenue Control Systems Inc. Rightrak Year End Procedure 25

26 Step 12: Bulk Update to Temporary Eligibility Bulk Update to Temporary Eligibility is used to move all Free and Reduced applications to a Temporary Free or Temporary Reduced status. This function will also give you the option to clear the completed application status flag. WARNING: You must change the Bulk Eligibility Expiration Date before performing this function. Note: You must login to Rightrak with administrative rights to edit the configuration file. From the Rightrak Desktop 1. Click on Administrator 2. Click on Configuration File 3. Click on the FR_General Folder 4. Highlight (or double click) the BulkGraceDate 5. Edit the date so that it reflects your date of Temporary Eligibility expiration. The date below is an example ONLY 6. Click on Save 7. Click on Save (top left corner) 8. Click Close PCS Revenue Control Systems Inc. Rightrak Year End Procedure 26

27 You will see the following pop-up message 9. Click OK to the message box 10. Close the Program Completely, then re-enter Rightrak From the Rightrak Desktop 11. Click on Year End 12. Click on FR Bulk Eligibility Change 13. Modify the screen to reflect the example below. You may wish to select additional setting based on your particular needs. Closed Accounts as Above- All closed account eligibilities will be changed as selected above. Closed Accounts to None- All closed account eligibilities will be changed to N. Set Import Visit Flag- Clears the Import Exclude flag on all accounts currently set as Import Exclude. Clear Complete App Flag- Clears the completed application flag on all houses in preparation for the new year. Clear Agree to Share Flag- Clears the Agree to Share flag on all houses in preparation for the new year. Clear Block Check Flag- Removes check blocking on all accounts. PCS Revenue Control Systems Inc. Rightrak Year End Procedure 27

28 Note the flag Include Partial Provision II Students Check this box if you have Provision II schools for breakfast only. If you are Provision II for breakfast only, families must re-apply every year for lunch. Checking this box will make the students in breakfast only Provision II schools TF and TR etc. They will continue to receive free breakfast because the meal price at the school is set to $0.00 and the provision reimbursement percentages in Rightrak are based on the base year % rates and only based on total meals served regardless of eligibility status. Non Base Year Provision2 Schools will not be set to a Temporary Eligibility Status. These students will be set to F or R with a reason code of Provision II. Base Year Provision2 Schools will be set to a Temporary Eligibility Status. Note the settings for those districts using Tracks. You have the ability to view each track s bulk grace date within the Bulk Changes Utility. 14. Click on Clear Error Log 15. Click on OK If you receive the following error message, you will need the set the Track Expiration dates. If you do not use tracks, simply set the date for each track to match your General Expiration date. 16. When the Bulk Process is over, you must click close.. Step completed PCS Revenue Control Systems Inc. Rightrak Year End Procedure 28

29 Step 13: Make a Backup Make a backup from Rightrak on a new Floppy Disk, Zip Disk, CD-R or Thumb Drive. Label the backup Backup Rightrak Year End Step 13. Note: DO NOT USE THE BACKUP DISKS USED IN STEP 2 Launch the Rightrak Software 1. Click Maintenance 2. Click Backup 3. Click Diskette/Removable Media Full Backup To change the drive letter double click in the box 4. Insert the Backup media and change the drive letter if necessary 5. Click Do It 6. Click OK Note: When using floppy diskettes, you will need two sets of multiple diskettes. One set for the DsMP portion and one for the Free and Reduced portion. You will be prompted for each set. Note: Large capacity media such as Zip Disks, CD-R, DVD or USB Flash Drives, should not require multiple disks. You will not be prompted for the different portions of the Backups. PCS Revenue Control Systems Inc. Rightrak Year End Procedure 29

30 As a safeguard, PCS recommends performing a Special Backup in addition to the removable backup outlined above. The Special Backup will be stored in the Dsmp quick backup folder with a unique name. 1. Launch the Rightrak Software if it is not open already. 2. Close any active windows and click Maintenance 3. Click Backup 4. Click Special Backup 5. Name your backup 09ST13 in the blank space 6. Click Do It! The backup process will close upon completion. Step completed PCS Revenue Control Systems Inc. Rightrak Year End Procedure 30

31 Step 14: Update Federal Reimbursement Rates (2009) 1. Click on Administrator 2. Click on Reimbursement Rates 3. Click on the applicable Reimbursement Folders for your District 4. Highlight (or double click) the Reimbursement Rate you want to change in the right hand window. 5. Click on Edit 6. Edit the Value 7. Click Save 8. Repeat Steps 6 and 7 until finished 9. Click Save at the top left hand corner 10. Click Close 11. Click OK to the Information Box 12. Exit the Program completely Note: You must exit and reenter the Rightrak program in order for the configuration file changes to take effect. Step completed PCS Revenue Control Systems Inc. Rightrak Year End Procedure 31

32 Step 15: Preparation for New Application Processing The following procedures are PCS s suggestions for making Application Processing easier and less error prone. Print the Entire Student Database Print an entire student database, sorted by name and aggregated as a reference for incoming applications to identify house I.D. Numbers. 1. Click on Report Center 2. Click on the Accounts Tab 3. Click on Eligibility Listing 4. Click on Preview Report 5. Click Print 6. Exit Report Center The Preview Report button allows you to view the report first on screen. If you do not want to Preview the report first simply click the Print Report button and the report will automatically print to the Printer. Step completed PCS Revenue Control Systems Inc. Rightrak Year End Procedure 32

33 Send a Letter with Blank Application In order to make it easier to process new applications, you can send out a letter with the blank application to families indicating the system House I.D. Number in the letter asking them to use this number when filling out the new application. From the Rightrak Desktop 7. Click on Letters 8. Click on Print Letters 9. Select the Eligibility Expiration radio button 10. Application Request should be the highlighted letter 11. Click OK 12. Sort by House# in the Eligibility Expiration Criteria box 13. Click Print 14. Letters will start to print 15. Exit the Letters Section when your letters have finished printing. Step completed PCS Revenue Control Systems Inc. Rightrak Year End Procedure 33

34 Step 16: Process New Enrollment Information Take the download as close as possible to the new school year, or as soon as the enrollment system includes only the information. The Rightrak Database should be updated with the latest student information available including New School Assignments, New Grades etc. School Districts that have been processing downloads throughout the year should follow the same download procedure steps. Step completed PCS Revenue Control Systems Inc. Rightrak Year End Procedure 34

35 Step 17: Export Student Changes To preview the student changes before exporting 1. Click on the File Export Button 2. Click on View Student Changes This screen will show all the student changes from the new download. This screen allows you to view or print the changes. To View the changes after you export them, you will need to place a black check in the Sent box and then click the Big Q. Note: For those districts that are currently using our Comtrak Communication Module, It may be necessary to enter a gray check mark and query based on the date of import since Comtrak, if enabled, may have automatically sent all available changes. PCS Revenue Control Systems Inc. Rightrak Year End Procedure 35

36 To update schools with the new enrollment information 1. Click on the File Export Button 2. Click on Export Student Changes 3. Click on the Send Tab 4. Click on Close Now is the time to perform Direct Certification. Remember to perform your nightly process after Direct Certification. Please contact PCS Technical Support at your earliest convenience if you need assistance importing your Direct Certification File. Please have your DCRT file available prior to calling and verify that the file is the correct DCRT file for the current school year. Step completed PCS Revenue Control Systems Inc. Rightrak Year End Procedure 36

37 Step 18: Make a Back Up WARNING: Before performing this step, please verify the Student Database has been updated with the school year information. Label your backup media Backup Rightrak Year For backup steps, please refer to Step 13 on Page 29. As a safeguard, PCS recommends performing a Special Backup in addition to the removable backup outlined above. The Special Backup will be stored in the Dsmp quick backup folder with a unique name. 1. Launch the Rightrak Software if it is not open already. 2. Close any active Dsmp windows and click Maintenance 3. Click Backup 4. Click Special Backup 5. Name your backup 09ST18 in the blank space 6. Click Do It! The backup process will close upon completion. Step completed PCS Revenue Control Systems Inc. Rightrak Year End Procedure 37

38 Step 19: Run a Compare (Optional) WARNING: Perform this function only if you received and imported a complete download from your enrollment system. The Compare Function will enable the automatic graduation of students no longer active in the student enrollment system. It is a two-step process in which a comparison is made between the Rightrak database and the download file from your student enrollment system. Before you start, confirm that all students that are part of the Rightrak system but not part of the student enrollment system (added manually) are marked as Import Excluded. Note: Manually added students are automatically set to Import Excluded. 1. Click Maintenance 2. Click on FR Bulk Changes 3. Click on Student Bulk Changes 4. Sort the Database (by Homeroom, Section, Etc.) The Imp Incl Column indicates if the student is Import Included or not. N= Not Included in the Enrollment Download. Student will not be closed by the compare process. 5. Click the Big Q Y= Yes Included in the Enrollment Download. Student will be closed by the compare process if not listed in the download. PCS Revenue Control Systems Inc. Rightrak Year End Procedure 38

39 6. Highlight the Student Records This section will allow you to select one or multiple students at one time and toggle their Import Include status. There are two ways to achieve this: A. Hold the Ctrl Key on the keyboard down while clicking with the mouse on each student. This will allow you to highlight one student at a time. B. Highlight the first person in the list, scroll down to the last person in the list and hold the Shift Key on the Keyboard down while clicking on the last student. This will highlight all the students at one time. Once your Selections are made 7. Click on the Bulk Updates/Changes Tab 8. Click on Toggle Import Include The highlighted students in this example are Import Excluded and are not included in the Enrollment Download. This will Toggle the Imp Incl to a Y or N depending on your selection. PCS Revenue Control Systems Inc. Rightrak Year End Procedure 39

40 This Example shows that the Enrollment Download will modify all students listed. From the Rightrak Desktop 1. Click on the Import Export Button 2. Click on Compare Student Database with Import 3. Click on Trial Compare (wait until the process indicates Done) 4. Click on Compare and Close 5. Verify the number of Closed Records 6. Click on Close Trial Compare allows you to test the compare process for errors before you permanently change the database. Rejected Records are normal, however, if you have the same number of Lines Processed and Records Rejected or Records Updated, you have should confirm that Step 16 has been completed. Consult the View/Clear Student Compare Error Log (under the Import/Export Button) and contact PCS Technical Support if you need additional assistance. Step completed Step skipped PCS Revenue Control Systems Inc. Rightrak Year End Procedure 40

41 Money Transfer District using Automatic Money Transfer feature may SKIP THIS STEP. You may confirm your Auto Transfer Setting by clicking on: 1. Administrator 2. Configuration File 3. Import From Schools 4. Balance Auto Transfer is enabled if your flag is set to a Y PLEASE READ THE FOLLOWING PAGES RELATED TO MONEY TRANSFER BEFORE PROCEEDING WITH MONEY TRANSFER: Year End Money Transfer Made Easy Year End Money Transfer with Summer School PCS Revenue Control Systems Inc. Rightrak Year End Procedure 41

42 Year End Money Transfer Made Easy To have a successful transfer of money at year end is all a matter of planning and timing. The biggest mistakes made are: NOT verifying that the year end balance files are in Rightrak and processing the new school balances before running the Year End Money Transfer feature. The flow of events MUST be followed to use the Year End Money Transfer feature: Note: If you are using the Auto Money Transfer feature, you can still follow this procedure. If you choose NOT to do the year end transfer (because you use the Auto Money Transfer Feature year round), then communicating balance files from the old and new schools twice, after the students have been moved, will trigger the auto transfer function. 1. Perform Year End at all schools. Year End creates the balance file that provides the account balance information for Rightrak. The BALANCE file MUST contain ALL accounts. 2. Communicate the balance files up to the district. 3. Process the Balance Files 4. Check the Balance Upload Status Report in Rightrak to see that ALL schools have processed their Year End balance files. DO NOT CONTINUE UNTIL ALL SCHOOLS IN THE BALANCE UPLOAD REPORT HAVE A BALANCE DATE THAT CORRISPONDS WITH FASTRAK YEAR END. These are old dates The dates MUST be When you ran Year End at the schools PCS Revenue Control Systems Inc. Rightrak Year End Procedure 42

43 IF THE LAST BALANCE UPLOAD DATE FOR ALL SCHOOLS DOES NOT CORRISPOND WITH FASTRAK YEAR END, you will need to see if there are unprocessed balance files. Go to Maintenance Manual Balance Load / Keypad Export Click Do It Now go back and rerun the Balance Upload Status Report The balance dates should now correspond with your Fastrak Year End dates. You can now continue with your steps to have a successful Money Transfer! 5. Import your NEW YEAR Enrollment file. This will move students to their new School and new grade. You can check a student you know is moving to a new school in the money button. Notice His enrolled school should be the new school and his reported balance school should be the old school. Now you are ready to do Money Transfer! 6. Complete Step 20 (Year End Money Transfer) found on page Communicate with ALL schools. 8. Do a Day End at ALL schools and communicate back to the district. PCS Revenue Control Systems Inc. Rightrak Year End Procedure 43

44 Year End Money Transfer with Summer School Made Easy Money Transfer and Summer School If running summer school, the following scenarios need to be defined: Will the students use their year round account balances in summer school? Will you use an existing Fastrak or will you setup a new one? Students WILL NOT use their current year round account balances during Summer School Assuming we want the Year end balances to transfer to the New Year and that balances are NOT used during the summer. Process the balances from year end. DO NOT create or process balances from summer school. Turn off Balance in the Eligibility table. (Make sure to turn it back on after summer school is over.) Import student information to move the students to summer schools. Enjoy Summer School Import Students for the New School Year. Do Year End Money Transfer Communicate with the schools as normal. If you are using the balance during summer school: Process balance files from year end Import the enrollment file with summer school information Do Year End Money Transfer Communicate with the ALL schools Enjoy summer school Do a year end at summer school creating NEW Balance files from ALL schools Process balance files Import New Year enrollment file Do Year End Money Transfer, use the balance date of year end at the summer schools Communicate with schools as normal. PCS Revenue Control Systems Inc. Rightrak Year End Procedure 44

45 Step 20: Money Transfer 1. Click on the Year End Section of the Menu Bar 2. Click on Money Transfer Between Schools 3. Enter the Earliest Year End Balance Date In this Example, the first School s Year End was performed on June 14th 4. Click on View/Clear Error Log Note: The Transfer Log is appended to; if you do not want to clear the log just remember to scroll down to the section that starts the Year End Transfer. 5. Click on Clear 6. Click on Close 7. Click on Initiate $ Transfer Process Tab This is just an example date. The Balance Date you supplied in the previous step will carry over. PCS Revenue Control Systems Inc. Rightrak Year End Procedure 45

46 8. Click on Viewing $ Transfer Results When you enter this screen for the first time, you must click the tab to show the results. 9. Click on Show/Hide Past Money Transfer Tab This view will show you from school to school and the Student ID associated with it. The Dates shown here are just examples. 10. Click Close PCS Revenue Control Systems Inc. Rightrak Year End Procedure 46

47 To view or print the Money Transfer by Name 11. Click on the Money Button 12. Click on Money Transaction Log 13. Set the Date when Money Transfer was performed 14. Click the Big Q 15. Click Close when Finished Step completed Step skipped PCS Revenue Control Systems Inc. Rightrak Year End Procedure 47

48 Step 21: Export Student Changes (Send to Schools) To update schools with new enrollment and transfer of students 5. Click on the File Export Button 6. Click on Export Student Changes 7. Click on the Send Tab 8. Click on Close Step completed PCS Revenue Control Systems Inc. Rightrak Year End Procedure 48

49 Step 22: Accept Data at Schools Prior To School Start A few days prior to the start of school, the school computer must be set to Waiting for a call if you communicate via Modem. Once communication takes place, you may enter Fastrak to begin processing the data. This file may be large and therefore take some time to process. If your schools are set to communicate on a modem, when you Double Click on the ModCom Icon or the Off Duty Procedure Icon you will be immediately waiting for a call. The changes received by the school will include the transfer of students from school to school, the change of grade assignment, temporary meal status and transfer of balances. All this is assuming the previous steps have all been completed. Once the processing is completed at the schools, an adjustment report may be printed to verify money has been transferred, correctly. You should also upload all balances if you plan to print Keypad Notes in the Central Office. Keypad cards should be distributed prior to the start of school. If you are mailing postcards from Central Office to students regarding their new numbers and balances or if you are printing Keypad Cards at the Central Office, this is the time to complete this function, as there are many additional steps required. If you have any questions or concerns about printing keypad cards, please contact PCS Technical Support at (800) Step completed PCS Revenue Control Systems Inc. Rightrak Year End Procedure 49

50 Step 23: Entering Applications If the Year End Procedure was completed correctly, you are now ready to enter new applications. Step completed PCS Revenue Control Systems Inc. Rightrak Year End Procedure 50

51 Step 24: Temporary Eligibility Letters for the New Year Note: Perform prior to the end of the Grace Period This function allows you to print Temporary Eligibility letters. It should be used at the beginning of each New Year, and approximately 10 days prior to the end of the grace period, for mass mailings to all households that were on the Free and Reduced Program in the previous year but have not yet submitted an application. From the Rightrak Desktop 1. Click on the Letters Button 2. Click on Print Letters 3. Click on the Eligibility Expiration Radio Button 4. Highlight Eligibility Expiration 5. Click OK 6. Select your Criteria 7. Click on Print If you check the Days check box you will be able to select a date range to print from. Example: April 16, 2002 to April 17, This will print any application that will expire between these two Dates. The dates indicated here are samples only PCS Revenue Control Systems Inc. Rightrak Year End Procedure 51

52 The letter can be viewed and modified 1. Click the Letters Button 2. Click on Edit Template 3. Select the Eligibility Expiration Radio Button 4. Highlight the Eligibility Expiration Letter 5. Click OK Make any modifications to the letter as necessary. Please call PCS for help in modifying this section 6. Click the Floppy Disk in the upper left hand side of the window to Save your changes 7. Click Close Step completed PCS Revenue Control Systems Inc. Rightrak Year End Procedure 52

53 Step 25: Recalculate Eligibility This step expires all of last year s eligibilities of those households that have not yet applied for the current school year. Note: This step should be performed on the date that you entered in Step 12, Temporary Eligibility Expiration Date. All new applications should be in the computer at this time and last year s eligibilities may no longer be used. For Districts that are using Automatic Eligibility Expiration the prompt to Expire will automatically appear upon entering the Rightrak program on that date. For Districts using Manual Expiration follow these steps: From the Rightrak Desktop 1. Click on Maintenance 2. Click on Process Temporary Eligibility Expiration The Temporary Eligibility Expiration screen will appear. All Temporary Eligibilities will be displayed. You must change the Elig. Expire by Date so that you only expire the Households that have not reapplied for Free and Reduced Status. Change the date to match the District s End Grace Period Date. The Dates shown here are just examples 3. Change the Elig. Expiration By Date PCS Revenue Control Systems Inc. Rightrak Year End Procedure 53

54 4. Click the Big Q At this point all Households with the Grace Period Expiration Date should be on Screen. 5. Click on the First Student in the list so they become highlighted 6. Scroll to the bottom of the list or Hold the Ctrl Key down and press the End Key on the keyboard 7. Hold down the Shift Key and click on the last Student in the List this will highlight all students in the list at one time. 8. Click on Expire Now 9. Click on Close The function Recalculate Eligibility can be used any time there is a need to recalculate the system wide eligibilities. You may require a recalculation of eligibilities due to the following reasons: Change in the Government Income Table. Last day of grace period. Maintenance. All Temporary Free and Temporary Reduced eligibilities rolled over from the previous year will become N s (No Application). You should now print Eligibility Letters to all who were disqualified due to the eligibility recalculation. Step completed If you have any additional questions please contact PCS Technical Support at (800) PCS Revenue Control Systems Inc. Rightrak Year End Procedure 54

55 Notes PCS Revenue Control Systems Inc. Rightrak Year End Procedure 55

56 Rightrak Release Notes Version 7.5.X Year End Money TransferEnhancement Communicating Blocked Checks Message from RIGHTrak to FASTrak Communicating POS Message from RIGHTrak to FASTrak Report Center: New Allergy Report Student and Money Query by Universal Pin Application Processing Foster Rule Allow No Guardian SS# KBE: Keep Better Expiration Date Out of Bulk Letters and Labels when there is no Guardian Name Available Disabling the RIGHTrak Verification Process Phone Messaging Using the keypadup.dat file Comtrak Continuous Communication for Balance Updating New Flag in Configuration File for Keypad Export

57 Rightrak Release Notes Version 7.5.X YEAR END MONEY TRANSFER ENHANCEMENT The year end money transfer function can be processed on the same date as the balance file. Rightrak does not need to close and re-enter when processing the money transfer function. COMMUNICATING BLOCKED CHECKS MESSAGE FROM RIGHTRAK TO FASTRAK Blocking checks on an account in Rightrak will automatically block the checks at the school level. Should the student transfer to another school, the block check status will follow. Note: The school MUST be set to allow the import of the block check command from the district office. Fastrak Administrator Configuration File Import Management BlockAcceptCheckChanges = N Note: If the block check status was created at the school level, the block check status will not follow the account from school to school. 57

58 Rightrak Release Notes Version 7.5.X COMMUNICATING POS MESSAGE FROM RIGHTRAK TO FASTRAK If you create a POS Message for an account in Rightrak software, the POS Message will automatically go down to the school. If the student transfers to another school, the POS Message will follow. Note: The school MUST be set to allow the import of POS Messages from the district office. Fastrak Administrator Configuration File Import Management BlockPOSMessageChange = N Note: If the POS Message was created at the school level, the POS Message will not follow the account from school to school. REPORT CENTER: NEW ALLERGY REPORT There is new report that will list all of the students with allergy messages or POS messages. From the Report Center Open the Accounts Tab Scroll down to the Allergy Report You have a choice of creating the report for both student accounts with allergy and pos messages. - Or Accounts that have Allergic POS Messages Only 58

59 Rightrak Release Notes Version 7.5.X STUDENT AND MONEY QUERY BY UNIVERSAL PIN You now have the ability to query for an account by Universal Pin number from both the Student button and the Money button. Use the radio button SSN or PIN to toggle between querying Universal Pin and SSN. APPLICATION PROCESSING FOSTER RULE - NO GUARDIAN SSN # There is a new flag to allow the processing of a foster application without having the guardian SS# mandatory. From the Rightrak Configuration file Click on the FR_General folder Edit the flag ForceSSNforFosterApplication to N KBE: KEEP BETTER EXPIRATION DATE OUT OF BULK Students with a temporary eligibility status because of bulk change can now have their temporary status extended based on the expiration date of the new application as opposed to the expiration date given by the bulk change process. From the Rightrak Configuration file Click on the FR_General folder Edit the flag KeepBetterExpOutofBulk to Y 59

60 Rightrak Release Notes Version 7.5.X LETTERS AND LABELS WHEN THERE IS NO GUARDIAN LAST NAME AND FIRST NAME When there is no guardian first and last name associated with a student, we now have the ability to use a default name so that letters will not be rejected from mailings. Setting up for letters when there is no Guardian Last Name and First Name: Edit the language.ini file The file resides in dsmp\letters\default Add the following section [Guard_Full_Name] to the bottom of the file. On the next line, you will specify what to substitute for any BLANK guardian information. In the example below, we will replace BLANK guardian information with the word Parent. [Guard_Full_Name] _=Parent 60

61 Rightrak Release Notes Version 7.5.X Setting up labels when there is no Guardian Last Name and First Name: Click on Administrator Click on Custom Label Design Your label design will appear on the screen Right Click on the Guardian Information Tag, this could be First MI Last, or Last First M etc. The example below shows First MI Last Click on Default Value The following screen will appear: In the Default Value text box, type in what you would like in the event the Guardian Name is blank. When done Click on OK Click on Save Settings DISABLING THE RIGHTRAK VERIFICATION PROCESS You now have the ability to disable the automatic verification counting flag Click on Administrator Click on Configuration File Click on the FR_Verification folder Edit the flag Verification Auto Count to N 61

62 Rightrak Release Notes Version 7.5.X PHONE MESSAGING USING THE KEYPADUP.DAT FILE You may now specify the balance conditions to be included in the file; positive balances, zero balances, and or negative balances. Click on Administrator Click on Configuration File Edit the Configuration File Click on the folder Night Process Edit the flag KeyPadBalInclude P = Positive balance, or N = Negative balance and or Z = Zero balance. Examples: If you want to include only positive and zero balances edit the flag to PZ. If you want to include only negative balances edit the flag to N. COMTRAK CONTINUOUS COMMUNICATION FOR BALANCE UPDATING Account balances will automatically update the district as soon as there is a balance change on an account at the school level. The balances will also be available to update PAYPAMS if you are a subscriber of Paypams. From the Fastrak system Click on Administrator Click on Configuration file Click on the Districts folder Edit the flag BalanceAutoSend to Y Edit the flag BalanceSendTime to We default to 10 seconds this means every 10 seconds we will send balances to the district Save and exit the program for your changes to take effect. From the Rightrak system Click on Administrator Click on Configuration file Click on the Import from Schools folder Edit the flag Balance Error Log per School to N Save and exit the system for your changes to take effect. 62

63 Rightrak Release Notes Version 7.5.X New Flag in Configuration File for Keypad Export The new flag will allow you to NOT include accounts that have blank grade in Keypadup.dat. For Example: When using a phone system for balance updates, faculty members will not be called. How to set it up: From Rightrak Configuration File Go to the Night Process Folder Edit the flag KeyPadExportNoGrade to N this will omit from the Keypadup.dat file any accounts that do not have a grade 63