Summer Services: End of Year, Rollover, and School Startup v2016.2

Transcription

1 Summer Services: End of Year, Rollover, and School Startup v2016.2

2 The information in this document is subject to change without notice and does not represent a commitment on the part of Horizon. The software described in this document is furnished under a license agreement. The software may be used or copied only in accordance with the terms of agreement. It is against the law to copy the software on any medium except as specifically allowed in the license agreement. The purchaser may make one copy of the software for backup purposes. No part of this document may be reproduced or transmitted in any form or by any means, electronic or mechanical, including photocopying, recording, or information storage and retrieval systems, without the express written consent and permission of Horizon Software International, LLC, Duluth, GA Contact Technical Support: (800) Contact Instructional Design: documentation@horizonsoftware.com 2016 Horizon Software International All Rights Reserved. Horizon Software International, LLC 2915 Premiere Parkway Suite 300 Duluth, GA

3 Table Of Contents Summer Services: End of Year, Rollover, and School Startup v About Summer Services Ch. 1 Overview... 5 Before You Begin... 6 Important Rollover Considerations... 6 Rollover Questions... 6 Central Office End of Year Ch. 2 Checklist Schedule Rollover Services... 9 Create an End of Year Folder on the Central Office Server... 9 Plan MyPaymentPlus/Online Applications Closeout Period for Rollover Export Free and Reduced Forms Verify Site Communications Complete Physical Inventories at the Central Office Generate the Year End Reports Back Up the Database Stop the Horizon Communications Manager Back Up the OneSource Database Purge Back of the House Data Verify the Database Scheduled Set up CEP /Provisioning Sites Disable the Student Information Import Secure Site Machines Central Office Rollover Ch. 3 Checklist Upgrade the Software Create a Rollover Folder on CO Server Stop Communications Verify a Rolled-Over SIS File is not Imported Verify the Imports are Disabled Generate the Pre-Rollover Reports Set Up the Coming School Year Calendar Run the Rollover Wizard Verify the Backup Database was Created Verify the Rollover was Successful Import a Rolled-Over SIS File Verify the SIS Import was Successful Restart the Daily Student Information Import Restart Online Applications and Application Scanning Restart Communications Verify Site Rollover the Next Day Central Office School Startup Ch. 4 Checklist Perform Server/Computer Maintenance Find out Changes to the SIS File Verify the SIS File is Rolled Over Verify the SIS File Matches the Import Template Exactly Verify the SIS Import Scheduled Task is Enabled Verify the App Scanning and Online Free and Reduced Data is Rolled Over Verify the Eligibility Expiration Dates are Accurate Update the Income Eligibility Guidelines Ensure Communications are Working Properly Generate the Account Balance Report Update Site Settings Update Letter Templates and Send Letters Update User Information Update the Reimbursement Rates and Meal Equivalent Information Update the Meal Prices, Charge Limit, and Low Balance Information Update Ala Carte Item Prices Update the Vendor Information Update Inventory Information Create Site Inventories Create Physical Inventory Dates Approve Physical Inventories at CO Update the CN Database Update Recipes, Menus Cycles, Base Menus, etc Prepare for MyPaymentsPlus Campaign Employee Training Site School Startup Ch. 5 Checklist Test Point of Service Hardware Ensure all the Terminals are Connected to the Network Verify the Site is Rolled Over Complete Physical Inventories Perform Computer Maintenance Turn on the Vending Machine Two Days Prior to Loading Verify the Vending Machine is Communicating to the Line 1 Machine Maintain Your Vending Machine iii

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5 CHAPTER 1: ABOUT SUMMER SERVICES Topics: Overview Pg. 5 Before You Begin Pg. 6 Rollover Questions Pg. 6 Overview The Summer Processes consists of the following three phases, performed in this order: End of Year, Rollover, and School Startup. End of Year The End of Year tasks are performed on or after the last day of meal service for the school year that is ending. The main objective is to ensure that all site information has been communicated to the central office so that a complete and accurate backup of the database can be created. Once a backup has been created as a "snapshot" of how the school year ended, your Back of the House data can be purged to save disk space on the server and allow for a more manageable database in the new school year. The End of Year tasks ensure all pertinent information is captured prior to performing the Rollover tasks. Also, certain communications and scheduled tasks will be disabled to prevent unwanted changes from occurring while you transition to the new school year. The checklist provided in this guide will walk you through all of the necessary steps. If you are using VBOSS - Free and Reduced, refer to Knowledge Base article 1414 for your checklist. Rollover The Rollover tasks will transition student information (POS balances, Free and Reduced applications, etc.) from the ending school year to the new school year. The Rollover will purge POS transactions for the previous school year while still retaining ending balances, as determined by your selections. Before and after reports for your Front of the House data are generated for comparison and to ensure accuracy. The Rollover will also establish temporary eligibilities for the new school year based on each student's Free and Reduced information from the prior school year. It is critical that you have completed the Rollover tasks prior to the first day of meal service in the new school year. Do not enter POS transactions or process applications in the software for the new school year if you have not yet completed your Rollover; otherwise, your district may be out of compliance with USDA regulations. Your Rollover is the main transition point from the old school year to the new one and it is vital that all data captured by the software is separated accordingly. A key step in a successful rollover is coordinating the import of updated student data from your Student Information System (SIS) to ensure students will be assigned to the correct school and grade in Horizon's software when meal service resumes. School Startup The School Startup tasks make up the last phase for completing your Summer Processes. These steps should be completed prior to the first day of meal service for the new school year. The School Startup tasks will verify that all site hardware is in working order, that all sites are communicating with your central office server, and that each POS terminal has been updated with the rolled-over student data for the new school year. About Summer Services Overview 5

6 Before You Begin Not all modules/products listed may apply to your district. If you do not have these, skip those sections. However, make sure you still complete those related tasks using the other systems or procedures in your operation. For example, if you do not use Horizon's Inventory module to track your stock items, we recommend you to still perform a physical inventory count before leaving for the summer. If you need to import Direct Certification files to update student eligibilities, it is important that you first obtain and import updated student information from your Student Information System (SIS) to get as many matches as possible for the new school year. You can download the related instructions for both SIS imports and DC imports from the Customer Login website. If you are using Horizon's Menu Planner module, be sure to update your meal patterns for the new school year to meet USDA regulations. Any recipes or menus that were added or changed should be assessed. You can view related training videos on TrainSmart and search the Knowledge Base for related articles. Contact trainsmart@horizonsoftware.com for assistance with your TrainSmart login. Please include your district's name. Important Rollover Considerations Using Horizon Application Scanning and/or Online Free and Reduced Run rollover in these programs before you start any tasks in this guide. You can find the rollover instructions in the user guides for these products. Running Summer Feeding Programs with POS or Daily Entry IMPORTANT! Do not begin the rollover process until ALL sites have ended their summer feeding program. Otherwise, the summer transaction information will be lost. Import Direct Certification Students You must complete all the rollover tasks in this book prior to importing DC information. Instructions on DC import can be found on the Knowledge Base. Rollover Questions To roll over smoothly, it is best that you have the following items prepared before rollover. If available, acquire a copy of an already rolled-over student information file (SIS, SASI, PIMS, STI and so on). The rolled-over SIS file contains all the new student information and changes made to the existing students, such as address change. Importing a rolled-over SIS file after running the rollover wizard updates all the student information. It is best to have it in hand ahead of time instead of pausing the process and looking for one during rollover. Account Balances Questions Consult the Food Service Director for answers to the following questions. You will choose the corresponding options during rollover. To speed up the rollover process, it is best to have the answers ready before you begin. You can only choose one answer for multiple choice questions. 1. Do you want to: adjust all balances to zero? 6 About Summer Services Before You Begin

7 adjust all positive balances to zero? adjust all negative balances to zero? carry over balances to next year? carry over balances for students not promoting from schools? 2. Do you want to carry over homerooms to next year? reset homerooms to none? 3. Do you want to not promote customers? promote grades only? promote to next site only? promote to next grade and site? 4. Do you want to purge all inactive students? purge only inactive students with zero balances? keep all the inactive students (skip purge of inactives)? 5. Do you want to remove graduate patrons? graduated and inactive patrons? inactive and graduated patrons with zero balance? Free and Reduced Questions 1. Exclude Temporary Reduced status from application processing and rollover Approved Reduced status to Temporary Free? Yes No 2. When is the start of the school date? 3. When does the temporary status expire? 4. Do you want to apply the expiration date for all students? based on student tracks? based on school attended? 5. Retain application history including comments? Yes No 6. Retain journal entries? Yes No 7. Remove application household size during rollover? The default is Yes unless you feel you do not need this information. Yes No 8. Do you want to purge graduates? change graduates to members of household? About Summer Services Rollover Questions 7

8 Notes 8 About Summer Services Rollover Questions

9 CHAPTER 2: CENTRAL OFFICE END OF YEAR TASKS Checklist Complete the following tasks in the listed order: 1. Schedule Rollover Services... Page 9 2. Create an End of Year Folder on the Central Office Server... Page 9 You will need admin rights on the Central Office Server to complete this task. 3. Plan MyPaymentPlus/Online Applications Closeout Period for Rollover... Page Export Free and Reduced Forms... Page Verify Site Communications... Page Complete Physical Inventories at the Central Office... Page Generate the Year End Reports... Page Back Up the Database... Page Purge Back of the House Data... Page Verify the Database Scheduled... Page Set up CEP /Provisioning Sites... Page Disable the Student Information Import... Page Secure Site Machines... Page Schedule Rollover Services Every year during the rollover season, Horizon provides many services to help you to start the next school year smoothly. If you want to purchase school startup services, schedule them at the earliest time possible to receive the best price possible. The earlier you schedule the services, the better the price. Contact your sales representative (or us at rollovers@horizonsoftware.com) for more detailed information. 2. Create an End of Year Folder on the Central Office Server During the end of year preparation, you will create many reports that you want to keep for record and a database backup that might be used during rollover. Create a folder under the Horizon directory on the Central Office server. Name it [Current Year] End of Year. For example, if the current year is 2016, name it 2016 End of Year. Central Office End of Year Checklist 9

10 3. Plan MyPaymentPlus/Online Applications Closeout Period for Rollover MyPaymentsPlus Set a block-out period for the summer break to temporarily block payments from being made on the MyPaymentsPlus site. During the block-out period, a message will display on the website stating that you currently are not accepting payments for the upcoming school year. Parents can still make payments and view the account information, but the payment will not post until the website is unlocked after rollover. As soon as you know the desired date to un-lock the MyPaymentsPlus website inform your account manager, or districtsupport@mypaymentsplus.com with that information. IMPORTANT! To avoid communication and balance mismatching issues, close MyPaymentsPlus at least two days prior to rollover. Online Applications During the summer period, you will also need to configure the Online Application system to communicate to parents that you are not currently accepting applications for the new school year. As soon as you have determined the rollover schedule, your desired rollover date, and the summer blackout period for online applications, contact rollovers@horizonsoftware.com. If your district also uses the MyPaymentsPlus Fees & Activities module, that portion will remain open over summer, unless otherwise indicated in your rollover request. 4. Export Free and Reduced Forms If you process Free and Reduced applications, you will need to keep the applications for the current year on file for 2-5 years. Store these applications in a secure location. For online applications, you can save a PDF export of the applications to a CD. Refer to your state s policy for more information on how long you need to retain copies of your Free and Reduced applications. The Detailed Application Report shows detailed application information for all students. 1. In Online Applications, go to Reports > Application. 2. Select the report criteria: Choose the Detailed Application Report option. Select the beginning date from the Report Start Date drop-down list. Select the ending date from the Report End Date drop-down list. 3. Select Run Report to generate the report. The Report Viewer screen is displayed. 4. Click Export Report. The Export Report window is displayed. In the left pane, navigate to where you want to save the report. In the Save as type drop-down list, select PDF. Click Save. You can now save the PDF to a CD. 10 Central Office End of Year

11 5. Verify Site Communications To ensure that the correct student balances are carried over during rollover and the backup database has accurate account balance information, verify that all sites and the Central Office are communicating properly. Generate the Communications Report (800216) 1. Go to Reports > System Management. 2. Double-click Communications Report (800216). 3. Set the criteria as follows: Site Selection: All Sites Show Only Failures: Selected 4. Click Preview or Print the report. 5. Look for the following publications on the report: POS Transactions and Account Balances POS Patrons and Accounts POS Sales Data 6. Do any of the publications above show on the report? If yes, the communication is NOT working properly. Complete the steps in Force Communications CO to Site on page 12. Generate the report again to make that the publications no longer appear on the report. If no, the communication is working properly. Continue to the next section. 7. Click Exit to close report. 8. Click Close on Report Criteria screen. Generate the Edit Check Report (800099) 1. Go to Reports > Point of Service. 2. Double-click Edit Check Report (800099). 3. Set the report criteria as follows: Site Selection: All Sites Serve Date: Set the date range to report the last 30 days. In this example, the last serving date of the school year is May 20, so the date range is set to April 20 - May 20. Attendance Factor: Choose the attendance factor your district is using Rounding Type: Round Down Meal Period: All of above Compliance Check: Based on Count Out of compliance/missing Data/Participation Percentage: Only include site data out of compliance Other Site Sales: Group with Main Site Use Calendar to Determine Days of Sales Activity: Selected Use Site Enrollment Counts for Provision 2 Sites: Selected if applicable 4. Click Preview or Print the report. 5. Does Missing Data display in the Meal Counts column for any site on any OPERATIONAL day? If yes, these sites are not communicating to CO properly. Complete the steps in Force Communications CO to Site on page 12. Generate the report again to make that the issue has been resolved. Central Office End of Year 11

12 If no, all sites and CO are communicating properly and continue. 6. Exit the preview screen. 7. Choose Only include site data that is missing in the Out of compliance/missing Data/Participations Percentage section. 8. Leave all the other criteria as is. 9. Click Preview or Print the report. Force Communications CO to Site 1. On the CO server, go to System Management > Communications > Manual Communications (100603). 2. Select the following publications: POS Patrons Accounts POS Sales Data POS Transactions and Account Balances 3. Click Communicate. Force Communications Site to CO 1. At the site, go to System Management > Communications > Manual Communications (100603). 2. Select the following publications: POS Patrons Accounts POS Sales Data POS Transactions and Account Balances 3. Click Communicate. Post Transactions This process allows you to add transactions to the queue and post them. 1. At the site, go to System Management > Communications > Communications Utility (100605). 2. Select POS Transactions. 3. Click Post. 12 Central Office End of Year

13 6. Complete Physical Inventories at the Central Office Make sure all sites have completed the physical inventory prior to leaving school and then approve the physical inventory at the Central Office. Verify All Sites have Completed the Physical Inventory 1. Go to Reports > Inventory. 2. Double-click the Physical Inventory Dates report (800014). 3. Set the criteria as follows: Site Selection: All Sites Date: Select the physical inventory date. Display: All Sites Not Completed. 4. Click Preview. 5. Does any site display on the report? If yes, contact these site managers to complete the physical inventory and then generate the report again to verify all sites have completed their physical inventories. If no, all sites have completed the physical inventories and continue. 6. Click Exit on the preview screen. 7. Click Close on Report Criteria screen. Approve Physical Inventory at the Central Office 1. Go to Back of the House > Inventory Management > Physical Inventory > Approve Physical Inventories (110204). 2. Select Approve All Sites Physical Inventories. 3. Select the physical inventory date. 4. Click OK. A confirmation message displays. 5. Click OK. Central Office End of Year 13

14 7. Generate the Year End Reports Retain important data to reference after rollover by printing and/or exporting the following recommended reports. Optionally, you can have an archive created which will create a snapshot of your current data. For more information contact rollovers@horizonsoftware.com. Generate the Customer Roster Report (800065) Generate the Student Roster Report (800142) Generate the Customer Roster Report (800065) 1. Go to Reports > Point of Service. 2. Double-click the Customer Roster Report (800065). The Report Criteria for Customer Roster Report screen is displayed. 3. Set the report criteria as follows: Customer Selection: All Customers Grade Selection: All Grades Homeroom Selection: All Homerooms Meal Plan Selection: All Meal Plans Accounts Shown on Report: First Three Accounts PIN/Patron ID/None: Patron ID Active/InActive: Active Eligibility Selection: All Eligibilities Customer Classification Selection: All Customer Classifications Add Totals to End of Report: Selected 4. Print or export the report. 5. Save a copy to a secure location. 6. Change the criteria for Active/InActive to Inactive. Leave all the other criteria as is. 7. Print or export the report. 8. Save a copy of the report in the End of Year folder created earlier. Generate the Student Roster Report (800142) 1. Go to Reports > Free and Reduced. 14 Central Office End of Year

15 2. Double-click Student Roster. 3. Set the report criteria as follows: Site Selection: All Sites Sort By: School, Grade, Student Name Date: All and Processed Date Student Eligibility Selection: All Student Case Selection: All Student Grade Selection: All Include: All Students Check the following options: - Active Applications - Active Students - Include Invalid Applications - InActive Applications - InActive Students - Insert Page Break on School Change Report Columns: Check Last Processed, Expiration Date, and Changed Date. 4. Print and/or export the report. 5. Save a copy of the report in the End of Year folder created earlier. Central Office End of Year 15

16 8. Back Up the Database In case issues occur during rollover, back up your database and place the file in multiple locations prior to rollover. Stop the Horizon Communications Manager The steps used to access services depends on your operating system. 1. On your desktop, go to Start > Run. 2. Type in services.msc. 3. Expand Configuration. Click on Services. 4. Search for Horizon Communications Manager and Horizon Update Manager Service. 5. Click Stop for each service. 6. Minimize the window. Back Up the OneSource Database The processes below are written using SQL Exact backup processes are unique to the version of SQL that you are using, but the overall process is similar. Before you begin, you must stop the Horizon Communication Manager service. Access the Database 1. Access SQL Server Management Studio. 2. Log on to Microsoft SQL Server as a SQL Administrator. 3. Expand Databases. 4. Right-click the OneSource database. 5. Click > Back up. The Back Up Database screen is displayed. Complete the Back Up Database screen 1. Select the Database from the Database drop-down list. 2. Select Full from the Backup type list. 3. Is a destination listed in the Destination section of the screen? If YES, click the record, and click Remove. Continue to step 9. If NO, continue to step Click Add. 5. Browse to the folder (EOY) where the backup file will be saved. 6. Click OK. 7. Click the Options page. 8. Click OK. 9. Click OK. The database backup is created. 10. When the database backup is complete, click OK. 11. Click File > Exit. 16 Central Office End of Year

17 9. Purge Back of the House Data IMPORTANT! Make sure that you have backed up your database BEFORE you purge the back of the house data. Purging your back of the house data will enable you to shrink your database considerably, by purging the daily records that are added by your staff throughout the school year. Setup information is NOT purged. The data that is purged includes anything that was created prior to the specified date. You have the option to purge the following: Inventory Physical inventories prior to the specified date. If you want to retain your most recent inventory, select a date prior to April of the current school year. Adjustments Stock transfers Receiving tickets Procurement Shopping lists Menu Planner Specific and/or one-time menus Production Production records Warehouse Delivery tickets Shipping Report information Enable the Run Scheduled Purge Scheduled Task 1. Go to System Management > Utilities > Scheduled Setup. 2. Click the Advanced tab. 3. Select the site whose intervals you want to edit from the Configure/View Intervals list. 4. Uncheck Disable for the Check For and Run Scheduled Purge task. 5. Click Save. 6. Do you want to copy intervals to site(s) other than the one you are logged on to? If yes, continue to the next step. If no, this procedure is complete. 7. Click Copy Intervals. 8. Click the Select Publications tab. Uncheck Disable for the Check For and Run Scheduled Purge task. Use the Mover Control to move the desired publications to the Selection section. 9. Click the Select Values tab. Select the publication values you want to copy to other sites. Use the Mover Control to move the desired values to the Selection section. 10. Click Select Destinations. Select the sites you want to copy the intervals to. 11. Click Copy and Save. The selected publication values are copied to the selected sites. 12. Click Done Copying. 13. Click Close. Central Office End of Year 17

18 Run the Data Purge Utility 1. Go to System Management > Utilities > Data Purge. 2. Click New. 3. Enter a Description to set up a name for the purge. 4. Choose the following modules: Inventory Procurement Menu Planner Production Warehouse 5. Select an available site from the Site Assignment panel and move it under Selected Sites. 6. Enter the Purge Data prior to date and the Purge Run Date. Horizon recommends that you use 4/30 of the current year to purge all modules. 7. Click Save. The data is not purged when you click Save. It is purged when the task is scheduled to run. 8. Click Close. 10. Verify the Database Scheduled To ensure that your software is running properly and communicating with sites, verify that the database scheduled tasks are set up and communicating with the sites. To complete this task, refer to the following article in the Horizon Knowledge Base: Article Central Office End of Year

19 11. Set up CEP /Provisioning Sites If you forget to do this BEFORE rollover, then you will have to enter it every month. Not entering it every month correctly will make your claims inaccurate. Refer to the following topics for more information: Set up CEP Sites Set up Provision Sites Set up Reimbursement Rates SET UP CEP SITES To set up CEP sites, complete the following tasks: 1. Set the Eligibility 2. Set up the Community Eligibility Provision (CEP) SET THE ELIGIBILITY You can set the eligibility for the entire district or for select sites. Set the Eligibility For the District 1. Go to Front of the House > Point of Service > File Setup > Customer Setup > Eligibility Setup (400712). 2. Change the current eligibility pricing to reflect the meals that will be free. Set the Eligibility For Select Sites Set up a new eligibility 1. Go to Front of House > Point of Service > File Setup > Customer Setup > Eligibility Setup (400712). 2. Double-click the statuses currently showing. 3. Click Add Item located next to the eligibility groups. 4. Enter the Eligibility Group Name into the blank space in the Eligibility Groups section. 5. Click Save. 6. Go to Front of the House > Point of Service > File Setup > Customer Setup > Eligibility Setup (400712) to change the eligibility pricing. Assign eligibility groups 1. Go to System Management > Sites Management > Sites Maintenance (100200). 2. Double-click the site you will be assigning a new eligibility group to. 3. Click the Front of House Setup tab. 4. Choose the correct Eligibility Group. 5. Repeat for each site that is changing. 6. Click Save. Set up the Community Eligibility Provision (CEP) 1. Go to System Management > Sites Management > Sites Maintenance (100200). 2. Double-click the sites that are participating. Central Office End of Year 19

20 3. Go to the Front of House Setup tab > Provision Setup tab. 4. Make sure that the Provision Type is None and the Provision Site option is not selected. 5. Enter the monthly rates. See Set up Reimbursement Rates on page Click Save. SET UP PROVISION SITES 1. Go to System Management > Sites Management > Sites Maintenance (100200). 2. Double-click the site you want to make a provision 2 site. 3. Click the Front of the House tab. 4. Click the Provision Setup tab. 5. Select the Provision Type. 6. Make sure that the Provision Site option is selected. 7. Enter the Base Year. 8. Click Save. SET UP REIMBURSEMENT RATES If necessary, enter or update your rates for the current school year. 1. Go to Front of the House > Accountability > File Setup > Setup Provision 2 Rates (420101). The sites displayed in the list includes the site for which you are logged in and any associated child sites that have been setup as a Provision 2 site. 2. Click Generate From Previous Year Data. 3. Make the following selections: Site Selection: Select the sites that use the rates. Calculate Percentages: Select your preference. Generate Percentages: Select Entire School Year and select the Target School Year (upcoming school year). 4. Click Generate Rates. 5. When the process is complete, click OK. 6. Verify the Date Range and Site Selections. 7. Click Copy. 8. When the process is complete, click OK. 12. Disable the Student Information Import IMPORTANT! You may know the student information system (SIS) as SASI, PIMS, STC, Infinite Campus, Power School, INOW, etc. To keep from double promoting students or reverting the grade promotion after rollover, make sure: You know when the student information in the SIS will be rolled over. Turn off the student information import at the appropriate time. Follow the instructions below to determine when you should disable the automatic student information import. 1. Contact the person/department that is in charge of the student information system and find out when the student information will be rolled over. 20 Central Office End of Year

21 2. Mark that date on your calendar. 3. Will your district roll over before that date? If YES, disable the SIS import prior to rollover and do NOT start the import until the SIS contains the new grade and school information of students. If NO, disable the SIS import a day before that date and restart the SIS import after the rollover. 4. When you are ready to disable the scheduled task, follow the instructions below. Disable the Scheduled Task Windows Server On the CO server, locate and right-click My Computer. 2. Click Manage. The Computer Management screen is displayed. 3. Expand Configurations > Task Scheduler. 4. Locate the daily SIS import task. These scheduled tasks may be located in the Horizon folder. 5. Right-click the scheduled task. 6. Click Properties. 7. Click the Triggers tab. 8. Highlight the trigger. 9. Click Edit Uncheck Enabled. 11. Click OK. 12. Enter the Windows login Password and Confirm password. 13. Click OK. 13. Secure Site Machines Coordinate with the sites to ensure that after you perform your tasks, the site hardware is stored at room temperature in a secure location to prevent theft. Central Office End of Year 21

22 Notes 22 Central Office End of Year

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25 CHAPTER 3: CENTRAL OFFICE ROLLOVER TASKS Checklist It is critical that you have completed the applicable End of Year tasks to prepare for the rollover. Do not rollover until you have verified that these tasks have been completed. Complete the following tasks in the listed order: 1. Upgrade the Software... Page Create a Rollover Folder on CO Server... Page Stop Communications... Page Verify a Rolled-Over SIS File is not Imported... Page Verify the Imports are Disabled... Page Generate the Pre-Rollover Reports... Page Set Up the Coming School Year Calendar... Page Run the Rollover Wizard... Page Verify the Backup Database was Created... Page Verify the Rollover was Successful... Page Import a Rolled-Over SIS File... Page Verify the SIS Import was Successful... Page Restart the Daily Student Information Import... Page Restart Online Applications and Application Scanning... Page Restart Communications... Page Verify Site Rollover the Next Day... Page Upgrade the Software Download the upgrade instructions on the Customer Login website and upgrade the program to the latest version. We have made many changes, including communication improvements, USDA requirements, and usability enhancements. If you prefer to have a Horizon technician to upgrade the software, contact Horizon as soon as you can to purchase and schedule the service. It is critical to upgrade the software to the latest version prior to rollover. 2. Create a Rollover Folder on CO Server During rollover, you will generate several reports that you want to keep for reference. You may also need a backup of your database. Create a folder under the Horizon directory on the CO server. Name it [Past- Current Year] Rollover. For example, if the current year is 2016, name it Rollover. Central Office Rollover Checklist 23

26 3. Stop Communications To prevent data corruption during rollover, stop communications before rollover and restart it afterward. The steps used to access services depends on your operating system. 1. On your desktop, go to Start > Run. 2. Type in services.msc. 3. Expand Configuration. Click on Services. 4. Search for Horizon Communications Manager and Horizon Update Manager Service. 5. Click Stop for each service. 6. Minimize the window. 4. Verify a Rolled-Over SIS File is not Imported Prior to rollover, make sure the SIS has not been rolled over. The students will be promoted two grades higher if rollover is run after a rolled-over SIS is imported. 1. On the CO server, go to Front of the House > Point of Service > Customers (400005). 2. Verify the following: Locate a known student and ensure that the student s grade has not changed. The kindergarten students are not promoted to the first grade. The students in the highest grade are not inactivated. 3. Are the statements above correct? If yes, you have not imported a rolled-over SIS file; therefore, continue. If no, make sure you choose NOT to promote students to the next grade level when going through the rollover wizard options. 5. Verify the Imports are Disabled To prevent data corruption, the following imports must be stopped prior to rollover. Daily student information (SIS, SASI, PIMS, STC, etc.) Online Applications Application Scanning The instructions vary depending upon your operating system. If you are using direct integration, contact Horizon Support for further assistance. For Windows Server On the CO server, locate and right-click My Computer. 2. Click Manage. The Computer Management screen displays. 3. Expand Configurations > Task Scheduler. 4. Locate the daily SIS import task. These scheduled tasks may be located in the Horizon folder. 5. Disable the task: Right-click the scheduled task. Click Properties. Click the Triggers tab. 24 Central Office Rollover

27 Highlight the trigger. Click Edit... Is the Enabled option checked? - If YES, uncheck it. - If NO, continue. 6. Complete Step 5 for the Application Scanning task. 7. Complete Step 5 for the Online Applications task. 8. Click OK. 9. Enter the Windows login Password and Confirm password. 10. Click OK. 6. Generate the Pre-Rollover Reports To later verify the rollover is successful, generate the pre-rollover Liability Report and Customer Roster Report. Generate the Liability Report (800079) 1. On the CO server, go to Reports > Accountability. 2. Double-click Liability Report. 3. Set the date range as Today. 4. Print or Export the report. 5. Save a copy of the report in the rollover folder created earlier. Generate the Account Balance Report (800110) 1. Click Reports > Point of Service. 2. Double-click Account Balance Report. 3. Select your desired report criteria based on the information you plan to purge. 4. Click Save. 5. Print or Export the report. 6. Save a copy of the report in the rollover folder created earlier. Generate the Customer Roster Report (800065) 1. Go to Reports > Point of Service. 2. Double-click Customer Roster Report. 3. Set the criteria as follows: Site Selection: All Sites Customer Selection: All Customers Grade Selection: All Grades Homeroom Selection: All Homerooms Meal Plan Selection: All Meal Plans Accounts Shown on Report: First Three Accounts PIN/Patron ID/None: Patron ID Active/InActive: Active Eligibility Selection: All Eligibilities Customer Classification Selection: All Customer Classifications Central Office Rollover 25

28 4. Print or Export the report. 5. Change the Active/InActive selection to Inactive. Leave the rest of the criteria as is. 6. Print or Export the report. 7. Save a copy of the reports in the rollover folder created earlier. Generate the Student Roster Report (800142) 1. Go to Reports > Free and Reduced. 2. Double-click Student Roster. 3. Set the criteria as follows: Site Selection: All Sites Date: All Student Eligibility Selection: All Student Case Selection: All Student Grade Selection: All Include: All Students Application Number Range: Blank Active Applications Status: Selected InActive Application Status: Not selected Active Student Status: Selected InActive Student Status: Not selected Insert Page Break on Homeroom Charge: Selected Insert Page Break on School Change: Selected Include Applications w/ Invalid Data: Selected Error Prone, Monthly Income within: Not selected Display Students with Negative Account Balance: Not selected Report Columns: Select Expiration Date 4. Print or export the report. 5. Save a copy of the report in the rollover folder created earlier. 6. Clear Active Student Status. 7. Select Inactive Student Status. Leave the other criteria as is. 8. Print or Export the report. 9. Save a copy of the report in the rollover folder created earlier. 7. Set Up the Coming School Year Calendar To make sure all the temporary eligibilities expire on the correct date, set up your school start date and the operational days of the coming school year. 1. Go to System Management > Sites Management > Sites Maintenance (100200). 2. Double-click a site. 3. Click the Calendar tab. 4. Select the School Start Date. 5. Set up the operational days and non-operational days of the new school year. To set it up, click the date on the calendar, and then click Operational/Nonoperational. 6. Click Save. 26 Central Office Rollover

29 7. Repeat step 2 to 6 for all sites. TIP! If a group of sites (for example, all high schools) has the same School Start Date and operational days, you can set up the settings for one site and copy the configuration to the other sites. 8. Run the Rollover Wizard School districts with a large number of students may take several hours to roll over the information. Do NOT interrupt the program at any point. A message displays when the process is complete. If you have a Free and Reduced license and are not using it, the Free and Reduced rollover options and screens display during rollover. These options and screens will not affect the Point of Service rollover. If you do not have the Free and Reduced module, skip the Free and Reduced instructions. 1. On the CO server, go to Front of the House > Rollover Wizard. 2. On the Rollover Wizard Overview screen, click Next. Central Office Rollover 27

30 Monitor Communications screen 1. Expand all sites and lines to view the communication status, and verify that the Last Communication Date matches your last day of service for the school year. The table displays the publication or terminal communication status. 2. Do you see any yellow or red dots in the Data column? If yes, the communication is NOT working properly. - If yes for a red dot, verify that the machine is connected to the network and that the publication is in use. If you have connectivity and you want to make sure there is not a communications issue, try forcing communications from the lower level to higher level. If you receive any error messages back, please contact customer support. - A yellow dot can indicate that your network connection is slow, and information is taking longer than normal to communicate. This could mean you have recently turned the machine back on after being off for an extended time. If no, the communication is working properly at all levels and continue. 3. Click Close. 4. Click Next. 28 Central Office Rollover

31 Promotion Grade screen 1. Verify that the promotion grades are correct. If not, select the correct grades. You must assign a promotion grade to each grade. You cannot leave a Promotion Grade blank. 2. Click Next. Last Grade and Promotion Site 1. Verify that the last grades offered and the promotion sites are correct. If not, select the correct ones. You must assign a promotion site for each site. You cannot leave a Promotion Site blank. 2. Click Next. Central Office Rollover 29

32 Point of Service Rollover Options screen 1. Choose the applicable options. Refer to the form you filled out in the first chapter. 2. Click Next. Import No Promote List of Students screen 1. Do you have an import file containing all students who will not be promoted to the next grade? If yes, click Import File, browse to the import file, and import the list. If no, continue. 2. Click Next. 30 Central Office Rollover

33 Rollover Free and Reduced screen 1. Choose the applicable options. Refer to the Rollover Questionnaire that you filled out in the first chapter. 2. Click Next. Purge History screen 1. Select the applicable options. Refer to the Rollover Questionnaire that you completed in the first chapter. 2. Click Next. Central Office Rollover 31

34 Purge Customers Records screen 1. Select the applicable options. 2. Click Next. Customer Roster and Student Roster Report screen You printed these reports earlier. Click Next. 32 Central Office Rollover

35 Database Backup File Path screen 1. Select Backup Database if it is not already selected. 2. Browse to the rollover folder created earlier. 3. Click Next. The Summary of Selected Options screen 1. Is the summary correct? If yes, click Finish. The rollover is started. Once it is completed, a message displays. If no, click Back to the screen to correct the options, then come back to this screen and click Finish. 2. Click OK. 9. Verify the Backup Database was Created After running the rollover wizard, make sure the backup database was created prior to the next task. 1. Locate the rollover folder where the backup database was saved during the last step of the rollover wizard. 2. Does the backup file exist? If yes, continue. If no, click here to see how to manually create a backup, or contact Horizon Customer Service for assistance. 10. Verify the Rollover was Successful To make sure that the rollover was successful, compare balances on the pre- and post-rollover Liability Reports and spot check student information on the pre- and post-rollover Customer Roster reports. 1. Generate the Liability Report with the same criteria as the pre-rollover Liability Report. Refer to Generate the Liability Report (800079) on page 3-25 for detailed instructions. Central Office Rollover 33

36 2. Compare the site balances on the pre- and post-rollover Liability Report. The balances may not match due to your selections during rollover. For example, the site liability may be less on the post-rollover report than the pre- one. Compare the pre/post Liability reports to the Account Balance Report that you generated earlier, and verify the difference amounts. 3. Is there any excessive change on the reports? If yes, contact Horizon Customer Service immediately. If no, continue. 4. Locate the pre- and post-rollover Customer Roster reports generated at the beginning and the end of the rollover wizard. Choose as many students as possible from different schools and verify the following information: The students are promoted to the correct grades. The graduate students are promoted to the correct schools. The account balances are rolled over based on your criteria. For example, if you chose to adjust all the balances to zero during rollover, then all of the student balance should be zero on the report. Are the statements above true? If yes, the rollover was successful and continue. If no, make sure communications is turned off and contact customer support. 11. Import a Rolled-Over SIS File To add the new student information and update the changes to the existing students, import a rolled-over SIS file. You may know the SIS file as SASI, PIMS, STI, or others. IMPORTANT! If you do not have a rolled-over SIS file yet, do not continue until you can perform this task and DO NOT start the daily SIS import task. Otherwise, the rolled-over students will be reverted back to their old grade and school information. Verify the SIS File is Rolled Over 1. Open the SIS file in Notepad. IMPORTANT! DO NOT open the.csv file in Microsoft Excel. Any leading zero will be truncated from the data. If you imported a file that was opened in Microsoft Excel, duplicate records will be created. If you need to open a.csv file in Excel, open Excel and then import the file as text data. 2. Check the following in the SIS file: The SIS file does not contain duplicate records. The SIS file does not contain any characters that cannot be imported, such as #. - Comma's inside the data (if the file is not comma quote delimited - 1,2,3,4 vs "1","2","3,4") - This does not apply to fixed width files. - " within the data whether the file is tab delimited, comma delimited or comma-quote delimited. This does not apply to fixed-width files. - () - in the phone number field. - - in the SSN field. The students in the file are promoted to the next grade. The students site IDs are correct. The data structure of the file is comma delimited or fixed width. All digits of student IDs are displaying, including the leading zeros if there are any. 3. Does the file meet all the requirements above? If yes, continue. If no, contact your administration department to acquire a SIS file that meets all the requirements above. 34 Central Office Rollover

37 Verify the SIS File Matches the Import Template 1. On the CO server, go to Front of the House > Point of Service > Imports/Exports > Customer Import Template (400010). 2. Double-click the daily SIS import template. 3. Compare the template to the SIS file. Does the data structure of the template and the SIS import file match EXACTLY? If yes, continue. If no, you will need to add or remove the appropriate fields to the template. If you are not sure how to do this, contact customer service. 4. Click Close. Import the SIS File 1. Go to Front of the House > Point of Service > Imports/Exports > Import Customers (400012). 2. Select SIS_Data from the Import Customers Based on Template drop-down list. 3. Click Import. The import process has completed. Do you want to run Customers Import Results report for details? message is displayed. 4. Click Yes. The Customer Import Results report is displayed. 5. Does the report display any translation, grades, eligibility, or import (for example, foreign key constraints) errors? If yes, contact Horizon Customer Service immediately. If no, continue. 6. Close the report. 7. Click Close. The Import Customers window is closed. 12. Verify the SIS Import was Successful After you import the rolled-over SIS file, generate the Customer Roster Report to make sure the import was successful. 1. Go to Reports > Point of Service. 2. Double-click Customer Roster Report. 3. Set the criteria as follows: Site Selection: All Sites Customer Selection: All Customers Grade Selection: All Grades Homeroom Selection: All Homerooms Central Office Rollover 35

38 Meal Plan Selection: All Meal Plans Accounts Shown on Report: First Three Accounts PIN/Patron ID/None: Patron ID Active/InActive: Active Eligibility Selection: All Eligibilities Customer Classification Selection: All Customer Classifications 4. Print or Export the report. 5. Change the Active/InActive selection to Inactive. Leave the rest of the criteria as is. 6. Print or Export the report. 7. Save a copy of the report in the rollover folder created earlier. 8. Locate the post-rollover (pre-sis import) Customer Roster report. 9. Compare the reports. Verify the following information: Students who are transferred to another school are assigned to the correct site IDs. Students who are graduated from one school and promoted to another are assigned to the correct site IDs. Students whose grades are not changed in the SIS file, excluding promotion to the next grade, are assigned to the correct grades. For example, if student A remains in the 3rd grade the next school year, then he/she should be on Grade 3. Students with Free and Reduced status in the previous year are set to Temporary Free and Reduced status. Are the statements above correct? If yes, the SIS import was successful and continue. If no, make sure communications is turned off and contact customer service. 13. Restart the Daily Student Information Import After rolling over the CO, you need to re-start the daily student information import. Therefore, the student information in point of sale is always up to date. IMPORTANT! The daily import should only be re-started after the student information in SIS is rolled over. Otherwise, the rolled-over students will be reverted to the old grade and school information. Please follow the instructions carefully: if the instructions are not followed and data damage occurs, you will incur charges to repair the data. You may know the student information system (SIS) as SASI, PIMS, STC, etc. Follow the instructions below to determine when you should re-start the automatic student information import. 1. If you have not done so, contact the person/department that is in charge of the student information system and find out when the student information will be rolled over. 2. Mark that date on your calendar. 3. Is this date before or after the rollover date? If before, continue. If after, wait until the SIS is rolled over and then continue. Re-start the daily student information import Windows Server On the CO server, locate and right-click My Computer. 2. Click Manage. The Computer Management screen displays. 36 Central Office Rollover

39 3. Expand Configurations > Task Scheduler. 4. Locate the daily SIS import task. These scheduled tasks may be located in the Horizon folder. 5. Right-click the scheduled task. 6. Click Properties. 7. Click the Triggers tab. 8. Highlight the trigger. 9. Click Edit Select Enabled. 11. Click OK. 12. Enter the Windows login Password and Confirm password. 13. Click OK. 14. Restart Online Applications and Application Scanning When you are ready to re-start the Online Applications and Application Scanning, follow the instructions below. The instructions vary depending upon your operating system. For Windows Server On the CO server, locate and right-click My Computer. 2. Click Manage. The Computer Management screen displays. 3. Expand Configurations > Task Scheduler. 4. Locate the Online Applications task. These scheduled tasks may be located in the Horizon folder. Right-click the scheduled task. Click Properties. Click the Triggers tab. Highlight the trigger. Click Edit... Select Enabled. 5. Complete Step d for the Application Scanning task. 6. Click OK. 7. Enter the Windows login Password and Confirm password. 8. Click OK. 15. Restart Communications After the rollover, restart the communications to roll over sites automatically. The steps used to access services depends on your operating system. 1. Maximize the window that you minimized earlier; or on your desktop, go to Start > Run. 2. Type in services.msc. 3. Expand Configuration. Click Services. 4. Search for Horizon Communications Manager and Horizon Update Manager Service. 5. Click Start for each service. Central Office Rollover 37

40 16. Verify Site Rollover the Next Day Sites will be rolled over via communications. As soon as the communication is started, sites will begin to roll over. Give it ample time (at least a day) and use the Communications Rollover Report to monitor the sites rollover status. If any problem occurs, contact Horizon Customer Service immediately. To verify whether the student information at sites is successfully rolled over, verify as many students at each site as possible. 1. Log onto a site that has shown rolled over on the Communications Rollover Report. 2. Go to Front of the House > Point of Service > Customers (400005). 3. Locate as many students as you can and verify the following information matches with CO: grades account balances eligibilities 4. Are the information above correct for the students? If yes, the site has been successfully rolled over and continue to verify the next site. If no, contact Horizon Customer Service immediately. IMPORTANT! After you have verified all of your sites, store your machines at room temperature in a secure location. Make sure all the hardware is in a secure location to prevent theft. 38 Central Office Rollover

41 CHAPTER 4: CENTRAL OFFICE SCHOOL STARTUP TASKS Checklist Complete the following tasks in the listed order: General 1. Perform Server/Computer Maintenance... Page 40 Front of the House and System 2. Find out Changes to the SIS File... Page Verify the SIS File is Rolled Over... Page Verify the SIS File Matches the Import Template Exactly... Page Verify the SIS Import Scheduled Task is Enabled... Page Verify the App Scanning and Online Free and Reduced Data is Rolled Over... Page Verify the Eligibility Expiration Dates are Accurate... Page Update the Income Eligibility Guidelines... Page Ensure Communications are Working Properly... Page Generate the Account Balance Report... Page Update Letter Templates and Send Letters... Page Update Site Settings... Page Update User Information... Page Update the Reimbursement Rates and Meal Equivalent Information... Page Update the Meal Prices, Charge Limit, and Low Balance Information... Page Update Ala Carte Item Prices... Page 50 Back of the House 17. Update the Vendor Information... Page Update Inventory Information... Page Create Site Inventories... Page Create Physical Inventory Dates... Page Approve Physical Inventories at CO... Page Update the CN Database... Page Update Recipes, Menus Cycles, Base Menus, etc... Page 53 MealpayPlus 24. Prepare for MyPaymentsPlus Campaign... Page 53 Refresher Training 25. Employee Training... Page 54 Central Office School Startup Checklist 39

42 1. Perform Server/Computer Maintenance Regular PC maintenance improves the performance of the server and computers. Contact your IT department and have them complete the following computer maintenance tasks at the beginning of the school year and regularly during the school year. Microsoft Window Updates Disk Cleanup Disk Defragmenter 2. Find out Changes to the SIS File If the SIS (you may know it as SASI, PIMS, STI, or others) file has been changed in any way and the import template has not been modified to match it, it will create duplicate students and bad records, and/or corrupt the database. To prevent these incidents from happening, contact the administrative department that is in charge of the SIS file to find out whether any of the items below have been changed. Student ID: If changed, contact Horizon Customer Service immediately. Site ID: If changed, contact Horizon Customer Service immediately. File structure: For example, for any reason the First Name column and the Last Name column has been switched. Contact Horizon Customer Service to modify the template. 3. Verify the SIS File is Rolled Over At this point, all the student information in the SIS file should have been rolled over and new students should be included. If the SIS file has not been rolled over yet, do not make sales. Otherwise, all the transaction information will be lost. Warning! If you do not have a rolled-over SIS file yet, DO NOT start the daily SIS import task. Otherwise, the rolled-over students will be reverted back to their old grade and school information. Please follow the instructions carefully: if the instructions are not followed and data damage occurs, you will incur charges to repair the data. 1. Open the SIS file in Notepad. IMPORTANT! DO NOT open the.csv file in Microsoft Excel. Any leading zero will be truncated from the data. If you imported a file that was opened in Microsoft Excel, duplicate records will be created. If you need to open a.csv file in Excel, open Excel and then import the file as text data. 2. Check the following in the SIS file: The SIS file does not contain duplicate records. The SIS file does not contain any characters that cannot be imported, such as #. - Comma's inside the data (if the file is not comma quote delimited - 1,2,3,4 vs "1","2","3,4") - This does not apply to fixed width files. - " within the data whether the file is tab delimited, comma delimited or comma-quote delimited. This does not apply to fixed-width files. - () - in the phone number field. - - in the SSN field. The students in the file are promoted to the next grade. The students site IDs are correct. 40 Central Office School Startup

43 The data structure of the file is comma delimited or fixed width. All digits of student IDs are displaying, including the leading zeros if there are any. 3. Does the file meet all the requirements above? If yes, continue. If no, contact your administration department to acquire a SIS file that meets all the requirements above. 4. Verify the SIS File Matches the Import Template Exactly To prevent data corruption, verify the structure of the SIS file and the import template match EXACTLY. 1. On the CO server, go to Front of the House > Point of Service > Imports/Exports > Customer Import Template (400010). 2. Double-click the daily SIS import template. 3. Compare the template to the SIS file. Does the data structure of the template and the SIS import file match EXACTLY? If yes, continue. If no, you will need to add or remove the appropriate fields to the template. If you are not sure how to do this, contact customer service. 4. Click Close. 5. Verify the SIS Import Scheduled Task is Enabled After verifying the student information in the SIS file is current for the new school year, make sure the daily SIS import scheduled task is enabled. The daily import should only be re-started after the student information in SIS is rolled over. Otherwise, the rolled-over students will be reverted to the old grade and school information. Please follow the instructions carefully: if the instructions are not followed and data damage occurs, you will incur charges to repair the data. The instructions vary depending upon your operating system. IF USING THEN Windows Server On the CO server, go to Control Panel > Scheduled. 6. Locate the daily SIS import task. 7. Right-click the task. 8. Click Properties. 9. On the Task tab, is the Enabled (scheduled task runs at specified time) option selected? If YES, continue. If NO, select Enabled. 10. Click OK. The Set Account Information screen is displayed. 11. Enter the windows login password in the Password and the Confirm password fields. 12. Click OK. Central Office School Startup 41

44 IF USING Windows Server 2008 THEN 1. On the CO server, locate and right-click My Computer. 2. Click Manage. The Computer Management screen is displayed. 3. Expand Configurations > Task Scheduler. 4. Locate the daily SIS import task. NOTE: These scheduled tasks may be located in the Horizon folder. 5. Right-click the scheduled task. 6. Click Properties. 7. Click the Triggers tab. 8. Highlight the trigger. 9. Click Edit Is the Enabled option selected? If YES, continue. If NO, select Enabled. 11. Click OK. 12. Enter the windows login password in the Password and the Confirm password fields. 13. Click OK. 6. Verify the App Scanning and Online Free and Reduced Data is Rolled Over Make sure the data in the Application Scanning software and the Online Free and Reduced software is rolled over and ready for the new school year. If you are not using these products, continue to the next task. Verify the Application Scanning Data is Rolled Over 1. In Application Scanning, go to Operations > Batch Search. 2. Choose Show All. 3. Click Search. 4. Do you have any items in the search result? If yes, the data cannot be rolled over. - If you haven t scanned and/or processed applications for the current year, follow the rollover instructions in the Application Scanning User Guide to roll over the data. - If you have scanned and/or processed applications for the current year, verify that there aren t any batches listed from the previous school year.if there are any previous school year batches, make sure to set the Rollover date to a date prior to the processing of current school year applications. If no, the data is rolled over and continue. 42 Central Office School Startup

45 Verify the Online Free and Reduced Data is Rolled Over 1. In Online F&R Application Control Center, verify the software version displayed to the lower right of the Dashboard is If the software version is 2014, you should upgrade the software to accommodate recent USDA policy changes to income fields. 2. Do you see any applications listed on the screen? If yes, follow the rollover instructions in the Online Free and Reduced User Guide to roll over the data. If you have rolled over, all the information from last year should have been purged. If no, continue. 3. Go to Reports. 4. Choose Application Processing Report. 5. Set the report criteria as below: Report Start Date: 01/01/2014 Report End Date: 05/01/2014 Choose Entered. 6. Click Preview. The report is displayed on the screen. 7. Do you have any applications on the report? If yes, contact Horizon Customer Service immediately. If no, continue. 8. Click Exit to close report. 9. Click Close on Report Criteria screen. 7. Verify the Eligibility Expiration Dates are Accurate Make sure all the temporary eligibilities due to rollover grace will expire on the correct dates. The expiration date should be the number of grace days (operational days only) after the first day of school. EXAMPLE: The first day of school is August 15th, 2015 and the grace period is 30 days. The expiration date of the temporary eligibilities due to rollover grace should be September 27th, 2015 (excluding the weekends and the Labor Day holiday). 1. Go to Front of the House > Free and Reduced > Application Entry Screen (410021). 2. Select a site. 3. Click Search. 4. Double-click a student with a temporary Free or Reduced eligibility. The details screen is displayed. 5. Is the expiration date in the Expiration column correct? If YES, continue. If NO, contact Horizon Customer Service immediately. 6. Click Close on details screen. 7. Repeat steps 2 through 6 to verify as many students per site as you can for all of your sites. 8. Click Close on Application Entry screen. Central Office School Startup 43

46 8. Update the Income Eligibility Guidelines At the beginning of the new school year, you must update this information to stay current with the USDA regulations. Therefore, the new Free and Reduced applications will be processed against the current income eligibility guidelines. In version or higher, the income eligibility guidelines for the school year are automatically updated at midnight on July 1st. Make sure you are on this version and that the guidelines are up to date. If you are not on version or higher, download the upgrade files and the upgrade instructions from the Customer Login website. Verify the Software Version 1. On the tool bar of the program, click Help > About. 2. Are you on Version or higher? If YES, continue. If NO, download the upgrade files and the upgrade instructions from the Customer Login website. Upgrade your program and stay in compliance. Verify the Income Eligibility Guidelines are Up-to-Date 1. Go to the USDA Food and Nutrition Service website to locate this year s income eligibility guidelines: 2. Download this year s income eligibility guidelines. 3. On the CO server, go to Front of the House > Free and Reduced > File Setup > Income Eligibility Guidelines (410014). 4. Click the right arrow on the tool bar until the Central Office is displayed for Site Description. 5. Do the values in the program match the USDA guidelines exactly? If YES, continue. If NO, Enter the income eligibility values for each period and for each household size and then click Save. 6. Click Close. 9. Ensure Communications are Working Properly To make sure the transactions and reimbursements will be recorded correctly, verify that all management levels are communicating properly. 1. Go to Reports > System Management. OR From the Central Office, click Communications on the left side of the Home page. 2. Double-click Communications Report (800216). 3. Set the criteria as follows: Site Selection: All Sites Show Only Failures: Selected 4. Click Preview or Print the report. 5. Look for the following publications on the report: POS Transactions and Account Balances POS Patrons and Accounts POS Sales Data 6. Do any of the publications above show on the report? If yes, the communication is NOT working properly. You will need to Force Communications. 44 Central Office School Startup

47 If no, the communication is working properly. Continue to the next section. 7. Click Exit to close report. 8. Click Close on Report Criteria screen. 10. Generate the Account Balance Report Prior to school start, make sure the student balances are accurate on the Account Balance report and save a copy of the report for future reference. 1. Go to Reports > Point of Service. 2. Double-click Account Balance Report (800110). 3. Set the criteria as below: Site Selection: All Sites Grade Selection: All Grades Homeroom Selection: All Homerooms Accounts Shown on Report: First Three Accounts Eligibility Selection: All Eligibilities Active/InActive: Active Balance Criteria: Negative Balances 4. Print and/or export the report. 5. Change the Balance Criteria selection to Positive Balances. Leave the rest of the criteria as is. 6. Print and/or export the report. 7. Save both reports to a secure location. 8. Spot check several students on the reports. 9. Are their account balances accurate? If yes, continue. If no, contact Horizon Customer Service immediately. 10. Click Close on Report Criteria screen. 11. Update Site Settings Over the summer, you may have changes on many areas, such as the calendar, the contact information, default feeding figures, etc. Follow the instructions below to check whether the following areas have been changed. If so, modify accordingly. Check all of the following items for EACH of your sites, including the central office. 1. Go to System Management > Sites Management > Sites Maintenance (100200). The query screen is displayed. 2. Double-click a site. The details screen is displayed. 3. Click the ID/Contacts tab. Make sure the contact information is not changed, including the mailing, shipping, and billing contact. Is the contact information for this site correct? If yes, continue. If no, modify it and click Save. 4. Click the Registration tab. Review the registration to ensure there are no expired modules. School startup is an extremely busy time for Horizon. Notify Horizon at your earliest time possible to acquire any new licenses needed. 5. Is any module expiring? If yes, contact your client relations manager immediately. Central Office School Startup 45

48 If no, continue. 6. Click the Calendar tab. Make sure the calendar is correctly set up for the new school year. Make sure you set up your holidays and non-serving days to prevent sites from opening POS on incorrect serving days. Calendar settings affect when temporary eligibilities expire. 7. Go through the calendar setting for the entire school year. Is the calendar setting correct? If yes, continue. If no, modify accordingly and click Save. TIP: If the calendars of several sites are the same or similar (for example, all the elementary schools), you can use the Copy Setup to Sites feature on the Calendar tab to copy the calendar to others and modify accordingly instead of creating the same or similar calendar from scratch. 8. If you are using labor hours to track meals per labor hour, verify the Default Labor Hour information is still accurate. Click the Overhead/Labor tab. 9. Is the Default Labor Hours information still accurate for all the serving periods? If yes, continue. If no, modify and click Save. 10. Click the Serving Period Setup tab. Make sure the serving periods are the same as last school year. If they are changed, modify the serving period setup in the system. 11. Is the Serving Period information still accurate for all the serving periods? If yes, continue. If no, modify and click Save. - Select the serving period that needs to be edited. - Modify the Sunday serving period Start and End Time accordingly. The start time for each serving period should be at least 30 minutes before serving begins. Serving times should not overlap. Serving times should not have gaps between them. Example: Breakfast: 6:45 AM - 10 AM Lunch: 10:01AM - 2:30 PM - Click Cascade Sunday Setup. - Click Save. 12. Click the Front of the House Setup tab > the Accountability Setup sub-tab. Make sure all the school accountability information is up to date. Many reports and reimbursement claims will not be correct if these items are wrong. 13. Verify the following information for this site. Attendance Factor Severe Need Seamless Summer Special Milk Area Eligibility No Snack No Breakfast 14. Is the information above up-to-date for the site? If yes, continue. If no, modify it and click Save. 15. If a school becomes a provision site for the new school year, make sure to set it up in the system. It affects your reports and reimbursement information. Click the Front of the House Setup tab > the Provision Setup sub-tab. 46 Central Office School Startup

49 Is the provision setup information correct for this site? - If yes, continue. - If no, set up the provision information for the site on this tab and click Save. For CEP sites, check the CEP box and set Provision to None. CEP rates will also need to be generated or entered from Accountability > File Setup > Setup CEP Rates (420129). 16. Click the Back of the House Setup tab > the Menu Planner sub-tab. The default feeding figures affect how much food to cook and how many people to staff. Modify the default feeding figures based on the new enrollment information. 17. Optionally, activate the student queue. A new Student PIN Queue feature displays up to six students in the line. Cashiers may then select a student from the PIN queue in any order. This feature can be enabled on a per site basis by checking the option to Activate Student PIN Queue from the Front of the House Setup tab > Site POS options tab. Train your staff on this feature before you implement it. 18. Modify the default feeding figures for all the lines and serving periods in the Serving Lines Setup section. 19. Click Save. 20. Click Close on the Site Maintenance details screen. Verify the above information in Sites Maintenance for each of your sites. 21. Click Close on the Sites Maintenance screen. 12. Update Letter Templates and Send Letters For the new school year, you may need to update your letter templates, including both point of service and free and reduced letters. Make sure the USDA non-discrimination statement is on all the letters. When the templates are updated, send the following letters to all the households: Free and Reduced notification letters Low balance letters PIN notification letters Update Letter Templates 1. Go to System Management > Reporting Setup > Letters (100404). The query screen is displayed. 2. Search for and double-click a record. The details screen is displayed. 3. Make the required edits. 4. Click Save. 5. Click Close. 6. Repeat steps 2 through 5 for each letter template. 7. Click Close on the Letters query screen. Print Letters 1. Go to Reports > Letters. 2. Select Point of Service Letters or Free and Reduced Letters. 3. Double-click the letter you want to print. 4. Specify the criteria. 5. Click Preview to make sure the letter looks right. 6. Click Exit on the preview screen. 7. Click Print. The letters are printed. Central Office School Startup 47

50 8. Click Close on the Report Criteria screen. 9. Repeat steps 2 through 8 for any additional letters you want to print. Mail the Letters After printing all the letters, mail them to the guardians. 13. Update User Information In the new school year, you may have new staff start working at the central office and/or sites, existing staff moving to a different site or leaving. Add new staff who will be using the software to the system, modify any existing users accordingly, and inactivate any users who will no longer be using the software. Add New Users 1. Go to System Management > Users Management > User Maintenance (100100). The query screen is displayed. 2. Click New. The details screen is displayed. 3. Enter the following information: Last Name First Name User ID Password Confirm Password 4. Mark Blind Balancing if the user is NOT allowed to see the amount that displays in the register after totaling the register. 5. Mark Allow to Automatically Reclassify Transactions if the user is authorized to reclassify POS transactions. When checked, the Reclassify Students button is displayed on the Free & Reduced Application Entry screen. 6. Specify any other applicable information. 7. On the User Sites tab, assign the user to a site. 8. On the User Groups tab, assign the user to one or more applicable user groups. 9. Click Save. 10. Click Close on the Edit Users details screen. 11. Repeat steps 2 through 9 to add all the new users. 12. Click Close on the Edit Users query screen. Edit Existing Users 1. Go to System Management > Users Management > User Maintenance (100100). The query screen is displayed. 2. Search for and double-click the record. The details screen is displayed. 3. Make the required edits. 4. Click Save. 5. Click Close on the Edit Users details screen. 6. Repeat steps 2 through 5 to edit any more users. 7. Click Close on the Edit Users query screen. 48 Central Office School Startup

51 Inactivate Users 1. Go to System Management > Users Management > User Maintenance (100100). The query screen is displayed. 2. Search for and double-click the record. The details screen is displayed. 3. Clear Active. 4. Click Save. 5. Click Close on the Edit Users details screen. 6. Repeat steps 2 through 5 to inactivate any more users. 7. Click Close on the Edit Users query screen. 14. Update the Reimbursement Rates and Meal Equivalent Information The meal reimbursement rates change every year. You need to update the rates to stay in compliance and receive the correct amount of reimbursement. Some districts only use universal or site attendance factor and some use both of them. If you are using the Universal Attendance Factor, you need to update it here for the new school year. Some districts use the meal equivalent information for reporting. Update this information if it is the case. Update the Reimbursement Rates 1. Go to Front of the House > Accountability > File Setup > Setup Rates and Reimbursements (420108). The query screen is displayed. 2. Double-click the Default record. The details screen is displayed. 3. On the Reimbursement Rates tab, update all applicable rates. 4. Update Universal Attendance Factor, if applicable. 5. Click the Additional Reimbursement Rates tab. 6. Update any applicable rates. 7. Click Save. Update the Meal Equivalent Information 1. Go to Front of the House > Accountability > File Setup > Setup Rates and Reimbursements (420108). The query screen is displayed. 2. Double-click the Default record. The details screen is displayed. 3. Click the Report Options tab. 4. Update the following information: Master Breakfast Factor Master Snack Factor Master Ala Carte Breakfast Factor Master Ala Carte Lunch Factor 5. Click Save. 6. Click Close on the Setup Rates and Reimbursements details screen. 7. Click Close on the Setup Rates and Reimbursements query screen Central Office School Startup 49

52 15. Update the Meal Prices, Charge Limit, and Low Balance Information For the new school year, you may need to modify the first and second meal prices, charge limit, and low balance. 1. Go to Front of the House > Point of Service > File Setup > Customer Setup > Eligibility Setup (400712). The query screen is displayed. 2. Double-click a record. The details screen is displayed. 3. Select a line item in the Eligibility Class section. 4. Select a line item in the Eligibility Groups section. 5. If applicable, modify the First Meal price and Second Meal price for each serving periods in the Meal Prices section. 6. Click Save. 7. Repeat steps 4 through 6 to update the First Meal price and Second Meal price for all the Eligibility Groups. 8. Repeat steps 3 through 6 to update the First Meal price and Second Meal price for all the Eligibility Classes. 9. Click Close on the Eligibility Setup details screen. 10. Repeat steps 2 through 9 to update the First Meal price and Second Meal price for all the Eligibilities available on the Eligibility Setup query screen, including the Free eligibility. IMPORTANT! You must update the second meal price for each eligibility category, class, and group, including the Free eligibility. If the second meal price for any eligibility is $0, the customers of this eligibility receive FREE second meals. 11. Click Close on the Eligibility Setup query screen 16. Update Ala Carte Item Prices Before school start, make sure all the Ala Carte item prices are still up to date. Modify as needed. 1. Go to Front of the House > Point of Service > Menu Planner > Management Level Inventory (400510). The query screen is displayed. TIP: To display POS items only in the search result, select True from the POS Item drop-down list and then click Search. 2. Search and double-click an Ala Carte item you want to update. The details screen is displayed. 50 Central Office School Startup

53 3. On the POS tab, make necessary changes. TIP: Support for premium pricing has been extended to componentbased POS menus. You can now enter an Add'l Premium Price to an individual item. 4. Click Save. 5. Click Close on the Management Level Inventory details screen. 6. Repeat steps 2 through 5 to modify the prices for all the applicable Ala Carte items. 7. Select a Site Type other than the one that is displaying. 8. Search and double-click an item you have just modified. 9. Is the update reflected? If yes, continue. If no, make the change to the item and click Save and then click Close. 10. Repeat steps 7 through 9 to verify the change is updated for all the site types. 11. Click Close on the Management Level Inventory query screen. 17. Update the Vendor Information Update any vendor information as needed to ensure all your vendors are ready to be used at the beginning of the school year. 1. Go to Back of the House > Inventory Management > File Setup > Vendors (110507). The query screen displays. 2. Search for and double-click the record. The details screen is displayed. 3. Make the applicable edits. 4. Click Save. 5. Click Close. 6. Repeat steps 2 to 5 until you have updated all the vendor information. 7. Click Close on the Vendors query screen. 18. Update Inventory Information Update any inventory information as needed to ensure all your inventory items are ready to be used at the beginning of the school year. 1. Go to Back of the House > Inventory Management > Inventory/Items Management > Management Level Inventory (110101). The query screen is displayed. 2. Search for and double-click the record. The details screen is displayed. 3. Modify the item as needed. NOTE: The product information for a specific vendor can only be edited or deleted on the Vendor tab by a site belonging to the site type that entered the information. 4. Click Save. 5. Click Close on the Management Level Inventory details screen. 6. Repeat steps 2 through 5 until you have updated all the inventory information. 7. Click Close on the Management Level Inventory query screen. Central Office School Startup 51

54 19. Create Site Inventories To communicate the inventory changes from the CO to the sites, run the create site inventories process. 1. Go to Back of the House > Inventory Management > Inventory/Items Management > Create Site Inventories (110105). The Create Site Inventories screen displays. 2. Choose All Inventory Items. 3. Choose All Sites. 4. Click Create Site Inventories. A confirmation message displays when the inventories are created for all sites. 5. Click OK. 20. Create Physical Inventory Dates Tip: At the beginning of the new school year, create the physical inventory schedule for all sites. Instead of creating the physical inventory schedule for the entire school year, we recommend that you only create the physical inventory date a few days before it is due. Therefore, when the site manager is opening a physical inventory record in the software, there is only one day available to choose. It reduces the chance of selecting the wrong date. 1. Go to Back of the House > Inventory Management > Physical Inventory > Physical Inventory Dates (110202). The query screen is displayed. 2. Click New. The details screen is displayed. 3. Select the Physical Inventory Date. 4. Do you want the site to do a complete physical inventory? If yes, choose Wall to Wall. If no, choose Partial, and then enter a Partial Description. 5. (Optional) Choose a group from the Select By Group drop-down list to filter the available site selection. 6. Use the Mover Control to move the desired records to the Selected section. 7. Click Save. Tip: Click Close on the Physical Inventory Dates details screen. 8. Repeat steps 2 through Tip: to create the physical inventory date. 9. Click Close on the Physical Inventory Dates query screen. 21. Approve Physical Inventories at CO Make sure all sites have completed the physical inventory prior to school startup and then approve the physical inventory at CO. Verify All Sites have Completed the Physical Inventory 1. Go to Reports > Inventory. 2. Double-click the Physical Inventory Dates report (800014). 3. Set the criteria as follows: Site Selection: All Sites Date: Select the physical inventory date. Display: All Sites Not Completed. 4. Click Preview. 52 Central Office School Startup

55 5. Does any site display on the report? If yes, contact these site managers to complete the physical inventory and then generate the report again to verify all sites have completed their physical inventories. If no, all sites have completed the physical inventories and continue. 6. Click Exit on the preview screen. 7. Click Close on Report Criteria screen. Approve Physical Inventory at CO 1. Go to Back of the House > Inventory Management > Physical Inventory > Approve Physical Inventories (110204). 2. Select Approve All Sites Physical Inventories. 3. Select the physical inventory date. 4. Click OK. A confirmation message displays. 5. Click OK. 22. Update the CN Database If you are using the USDA CN database, you need to upgrade to the latest version to stay in compliance. In version or higher, the CN 20 is automatically part of the release; however, you will need to upgrade the database. The new version includes many changes based on the new USDA regulations and will ensure your district stay in compliance. Follow the instructions below to double check that your CN database is on the latest version. 1. Go to Back of the House > Menu Planner > File Setup > USDA Import Update (130507). The USDA Import Update screen is displayed. 2. Is the current CN Version 19.0? If YES, continue. Click Close on the USDA Import Update screen. If NO, select Make New Nutrition Links Visible and Run Discontinued CN Items Report if they are not already marked and then click Import. The import starts. This could take some time to finish processing. The progress is shown by a green bar at the bottom of the screen. - The Discontinued CN Items Report will display. It is recommended that you save this report as a PDF file for later reference. - Click Exit to close report. - An import process completed successfully screen will display. Click OK. 23. Update Recipes, Menus Cycles, Base Menus, etc. You can update your recipes and menu cycles in the Back of the House module, Menu Planner. Refer to F1 help for specific instructions. 24. Prepare for MyPaymentsPlus Campaign The MyPaymentsPlus Marketing Coordinator will be contacting you over the summer with updated materials to help you communicate with parents about the MyPaymentsPlus program. As part of the MyPaymentsPlus Team s marketing efforts, a free marketing kit is available to MyPaymentsPlus customers, enabling them to download a wide range of editable marketing materials such as flyers, web banners, user guides and more. For more information on marketing materials of how to begin a new campaign with the parents in your district, districtsupport@mypaymentsplus.com with any questions or specific requests. Central Office School Startup 53

56 25. Employee Training Download the training materials from the Horizon Knowledge Base. Make sure all the CO staff, site managers, and cashiers are trained prior to school startup. FOH - Point of Service Quick Reference Card for Cashiers FOH - Quick Reference Card for Site Managers FOH - Quick Reference Card for Central Office FOH - Free and Reduced Quick Reference Card BOH - Procurement Quick Reference Card for Site Managers BOH - Menu Planner Quick Reference Card for Central Office BOH - Production Quick Reference Card for Site Managers BOH - Inventory Quick Reference Card for Central Office. 54 Central Office School Startup

57 CHAPTER 5: SITE SCHOOL STARTUP TASKS Checklist Follow the instructions to prepare for a successful school startup. You need to perform each of the following tasks in order at EACH of your school sites. Complete the following tasks in the listed order: General 1. Test Point of Service Hardware... Page Ensure all the Terminals are Connected to the Network... Page Verify the Site is Rolled Over... Page Complete Physical Inventories... Page Perform Computer Maintenance... Page 56 Vending 6. Turn on the Vending Machine Two Days Prior to Loading... Page Verify the Vending Machine is Communicating to the Line 1 Machine... Page Maintain Your Vending Machine... Page Test Point of Service Hardware To make sure all the hardware functions correctly, turn on all the POS terminals and test the items applicable to your setup at the machine on which they are installed. To test the hardware, run sales on each terminal. Refer to Knowledge Base article 1415 if you help troubleshooting your hardware. Touch screen PIN pad Cash drawer Biometric device Receipt printer Vending 2. Ensure all the Terminals are Connected to the Network To make sure the terminals (Line 2+) are communicating to the manager s machine (Line 1), login to the program 1. On a terminal machine, login. 2. Is Communications Connected displaying on the Home screen? Site School Startup Checklist 55

58 If yes, the terminal is connected to the network and continue. If no, contact Horizon Customer Service immediately. 3. Repeat steps 1 through 2 for all the terminal machines. 4. Is communication working at all the terminal machines? If yes, continue. If no, continue to check the communication status and resolve all the issues with Horizon Customer Service. 3. Verify the Site is Rolled Over It is critical to make sure the site has been rolled over successfully. If you have started making sales on a database that has not been rolled over, none of the new transactions will be recorded and the situation will take weeks to resolve. In case your site did not roll over successfully, it is best to catch it before school startup. 1. On a line machine, go to Front of the House > Point of Service > Customers (400005). The query screen is displayed. 2. Locate as many students as you can and verify the following information: grades account balances eligibilities 3. Is the information above correct for the students? If yes, the machine has been successfully rolled over and continue to verify the next one. If no, contact Horizon Customer Service immediately. 4. Complete Physical Inventories To have an idea of what inventory you have from the previous school year and what need to be ordered, do a physical inventory at the beginning of the school year. 1. Count your inventory and make sure the inventory items are properly stored. 2. On the manager machine (Line 1), go to Back of the House > Inventory Management > Physical Inventory > Ez-Steps for Physical Inventory. 3. Use the on-screen instructions to complete the Ez-Steps for Physical Inventory process. On the Enter/Edit Physical Inventory screen, enter the Case Quantity and Broken Unit Quantity. Any item left with Case Quantity or Broken Unit Quantity of zero will be adjusted to zero. 5. Perform Computer Maintenance Regular PC maintenance improves the performance of the server and computers. Contact your IT department and have them complete the following computer maintenance tasks at the beginning of the school year and regularly during the school year. Microsoft Window Updates Disk Cleanup Disk Defragmenter 56 Site School Startup

59 6. Turn on the Vending Machine Two Days Prior to Loading To ensure that all components are working correctly, turn on the vending machine before loading it with food. Verify the following to ensure the machine is turned on. Ensure the vending machine is connected to the power supply. Ensure the vending machine is connected to the network. The network cord should be connected to the smart board inside the machine. Ensure the power button is in the ON position. The button is located on the bottom right side inside the machine. 7. Verify the Vending Machine is Communicating to the Line 1 Machine Make sure that the vending machine is communicating to the manager machine (Line 1). 1. On the manager s machine (Line 1), verify the Vending Agent is running. The arrow should rotate left and right. 2. Double-click the Vending Agent icon. 3. Is either or displaying in front of the machine name? If yes, your vending machine is working properly. If no, contact Horizon Customer Service. 8. Maintain Your Vending Machine If you have a Horizon Healthy Vending machine at your site, make sure to perform the following maintenance throughout the year. Be aware of the following when maintaining your vending machine: The vend mechanisms must be kept clean. Any build-up can cause malfunctions. Do not get the cleaning solution on electrical components. To insure proper vending, keep delivery box area free of dirt and sticky substances. The refrigeration air filter prevents dust from building up on the condenser coils and allows the refrigeration system to efficiently operate. Follow the instructions below to clean and maintain the vending machine. Once a Month Clean Cabinet Interior Wash with a mild detergent and water, rinse, and thoroughly dry. Include baking soda or ammonia in the cleaning solution to eliminate odors. Clean plastic parts with a quality plastic cleaner. Clean Cabinet Exterior Wash with a mild detergent and water, rinse, and thoroughly dry. Occasionally clean with a quality car wax. Clean plastic parts with a quality plastic cleaner. Every Three Months Site School Startup 57

60 Replace Air Filter Check the air filter. If the filter is dirty, replace it with the same size filter. The airflow arrow on the filter must point towards the inside of the vending machine. DO NOT replace with a HEPA type filter. This type may not allow the correct amount of air to flow through. Clean Bottom Inlet Screen Remove dust and debris from the inlet screen to allow air to flow to the condenser coils. The inlet screen is a long narrow screen located on the bottom right side. It can only be accessed from underneath the cabinet. Every Six Months Clean Door and Delivery Door Seals Clean the door seals. Contact Horizon Customer Service if they have any deformities or cracking. Clean Evaporator Coil Open the door. Clean the refrigeration unit s evaporator coil using a soft bristle brush or vacuum cleaner. Clean Rear Screen Remove the rear exhaust screen from the cabinet back. Clean dust and debris from the screen using a soft bristle brush or a vacuum cleaner. Clean Delivery Box Inspect the delivery box. Wipe clean any dirt and debris that may have accumulated. The bottom half of the delivery box can be removed for thorough cleaning. To remove the delivery box bottom, loosen the three thumbnuts located on the rear of the delivery box. Lift it up and then pull it out. Every Two Years Clean the Bill Acceptor Remove dust with a soft brush or cloth, or blow dust with compressed air. Do not use any petroleum based cleaning solvents, souring pads, or stiff brushes. 58 Site School Startup

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