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See also...
Finalise your previous year's Planner
Make a backup of your Planner and place it in the same folder!!
To do this you might go File / Back Up Database. You may wish to rename this copy, eg,
SupportPlanner10_Final.mdb and make it read-only
NB. The rollover will bring forward all data you have entered.
Rollover to the new year
1. Open your Planner prepare it for sending - this will minimise the size of the Planner.
- If you are using Access 2003, go to Tools (in the top menu bar) -> Database Utilities -> Compact and Repair
- In Access 2007, right click on the Office icon (top left) and go Manage -> Compact and Repair
- In Access 2010, click on File -> Info -> Compact and Repair
- Close your Planner
2. Now find your current Planner on the school server and a make a zipped copy ready for emailing.
3. Make the working copy of the Planner on the school server Read-only so that the existing data is available but no new data can be added during the rollover.
[To make any file Read-Only right click on the file and go to Properties, make sure the General tab is selected and tick the Read-only
4. Prepare your data for the current year
(a) Tasmanian schools still using SACS please export the following reports to Excel
Student data
Two copies of Students by Selected Characteristics PP1 041
- one for boys
- and another for girls
Roll class data -
- Roll Class Summary 067
(b) Tasmanian Schools using EduPoint please export the following reports to Excel
Student Enrolment Listing with all columns removed to leave only
- Ed ID
- Name(s)
- Date of birth
- Year or Grade
- Roll Class
- Gender
A list of Roll Classes with class names and teachers
AND... IF your Planner uses SACS ID (only 6 digits)
I will also need the SACS report Students by Selected Characteristics PP1 041 so that I can convert your Planner from SACS ID to EdID.
NB. I know that the data in this report will be out of date but it will allow me to do the conversion more easily.
(c) NSW schools please export an Oasis report - The actual data required is as follows
Spreadsheet 1. Student data
- Student ID
- Given Name
- Surname
- Date of birth
- Year or Grade
- Roll Class
- Gender
Spreadsheet 2. Class data
- Class (names of classes)
- Class Teacher (names of class teachers)
5. Email these Excel files and your zipped Planner to Ivan.Webb@bigpond.com.
- Important Note: You will have to be manually add new Students enrolled into SACS or EduPoint after you have forwarded your data for the Rollover
I hope to be able to return your new updated Planner (latest version) to you within 24 hours.
The current fee is $82.50 (inc GST)
Your upgraded and rolled over Planner will be returned with instructions for installing it on your school server.
INSTALLING YOUR NEW or ROLLED-OVER PLANNER WHEN IT IS RETURNED
1. VERY IMPORTANT: Make sure you have a backup of the old Planner (suitably renamed, e.g. 'SupportPlanner09_final.mdb' and save it
* Recommendation: Also change the 09 Planner to Read Only. This will mean people can still get access to the data but not change it.
2. Save the attached file to a suitable location (e.g., your desktop)
3. Extract the new Planner (right click > Extract All) so that it
becomes the working Planner (must be in the same folder as the old one for any
existing hyperlinks to work)
4. Check on shortcuts for the users - if it has the same name as the
old Planner they should all still work.
5. Open the new Planner and check the data - there are lots of opportunities for me to make errors in the rollover process.
6. Students who may have left have been placed in a class called "Left?".
- You will probably want to remove those students who will definitely not be returning: e.g., last year's Grade 6 or Grade 10 students, or...
- Students who have definitely left can be deleted from the Add/Place Students form.
- To check out these students just go to Add/Place Students (button on the Main page) and enter Left? into the pop-up box.
- Select their row by left clicking in the little grey box to the left of their name - the row will become highlighted
- Check that you selected the right students
- Deleting students also deletes all the data associated with the student and cannot be undone.
- Note: You will still have all their data in last year's Planner which you have carefully stored.
- Hence this is a decision which would require the school's judgement.
7. Old data: All the data from the previous Planner will be included in the new Planner after it has been rolled over and upgraded.
Please feel free to contact me if needed 6331 5413 or 0408 465 305. And let me know how you get on.
NEW USERS
1. Extract your current data - you will need to export the following reports to Excel
(a) Tasmanian schools will need to export the following SACS reports to Excel
Student data
Students by Selected Characteristics PP1 041
- one for boys
- and another for girls
Roll class data -
- Roll Class Summary 067
(b) NSW schools please export an Oasis report - The actual data required is as follows
Spreadsheet 1. Student data
- Student ID
- Given Name
- Surname
- Date of birth
- Year or Grade
- Roll Class
- Gender
Spreadsheet 2. Class data
- Class (names of classes)
- Class Teacher (names of class teachers)
2. Email these three Excel files to
Ivan.Webb@bigpond.com.
I hope to be able to return your new updated Planner (latest version) to you
within 24 hours.
DIY Rollover (not recommended)
1. Make
- a backup copy of the previous Planner for safety sake
- a copy of the previous year's Planner and rename it, eg, SupportPlanner2010
2. Acquire the above SACS/Oasis reports
3. In previous year's Planner go to Add/Place Students
- Use Edit / Replace to change each Year in descending order 06 -> 07; 05->06,...
- Copy Class column and paste into Previous column
4. Tidy the SACS data from Roll Class Summary 067 into just Class
and Teacher
- copy records
- F11, open Class table
- delete previous classes
- Edit / Paste Append to add new classes and teachers
5. Tidy the SACS data from the reports Students by Selected Characteristics PP1 041
- add the gender to each list using Fill Down in a blank column
- remove headers, footers and unwanted columns
- Use Data /Text to Columns to separate the names into Given Name and Surname
- merge into a single Excel worksheet
- copy the data
6. In the copy previous Planner
- F11, create a new table to be called Rollover
- create a temporary query linking Placements and Rollover tables where StudentID are equal
- copy the Class column from the Rollover table to the Placement table (places students in new classes)
- redesign the query link all Placements to any Rollover and Field 1 "Is Null"
- where Rollover columns are blank change Placements Class to 'Left?' (identifies leavers)
- paste append the student data from SACS (adds new students)
7. Check the data to see that the above has been completed satisfactorily. Note that there have been many opportunities for error.
