Batch Future Scheduling Transactions in Current Scheduling

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1 Northwest Regional Data Center 2121 W. Casino Road Everett, WA Website: Batch Future Scheduling Transactions in Current Scheduling Contact NWRDC Student Support: Hours: 7:30 4:30 Phone (425) FAX (425)

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3 Documentation Key Path: Note: Back: Hyperlink: Sequence of clicks to access a specific area of Web Access Information provided to clarify a process or provide additional details Important message regarding functionality Boxed word indicates a button in Web Access Underlined Link to a new screen or process TERMS OF USE: The information contained herein is licensed, trade-secret and proprietary and may not be used, disclosed or reproduced without permission of the licensing authorities, WSIPC and/or Skyward, Inc. As a condition of use, the User agrees to protect and keep the information from disclosure or falling into the public domain. The failure to comply with this agreement may result in the immediate termination of the User s right to access the information. Published by Northwest Regional Data Center 2121 W. Casino Road Everett, WA All rights reserved. Reproduction of any part of this manual, in any medium without written permission of Northwest Regional Data Center is prohibited. This edition is printed in the United States of America and the contents are subject to change without notice. Skyward is the registered trademark for Skyward, Inc. located in Stevens Point, Wisconsin.

4 Enable Batch Processing of Future Scheduling Transactions Paths: WS\OF\CS\PS\CF\SC or WS\OF\FS\PS\CF\SC Enabling this feature activates a daily batch process for scheduling transaction records with future dates. This is entity specific. For example: A transaction record exists for a Course that will be dropped from a student s schedule next Monday. The Course is dropped next Monday when the transaction is processed. This ensures the Student Locator, Gradebook, and P223 Report and other areas are accurately reflecting a student s current schedule. Batch Processing of Future Scheduling Transactions Page 1 of 10

5 Once enabled, a Scheduled Task is automatically created to process the Future Scheduling Transactions on the effective date assigned when making the schedule change(s). You can edit this task and have an sent to the registrar with the daily report of changes, if desired. Once enabled, there are several settings that will need to be turned on to effectively use this feature. Batch Processing of Future Scheduling Transactions Page 2 of 10

6 Current Scheduling Options Paths: WS\OF\CS\SS\BS\BS or WS\ST\TB\SC\CS\CS In Current Scheduling, Entry by Student or on the Student Profile Current Scheduling tab, click Options. Under Transaction Update Options, check Prompt for Effective Date and under Preference and Display Options, Schedule Display Options, check Display Future Transaction Courses Batch Processing of Future Scheduling Transactions Page 3 of 10

7 This will display the drops and adds with the date when viewing a student s schedule and ensure the transactions are batched on the correct effective date. You will want to Drop before you Add. To view all transactions in the future, click Future Transactions and it will display all transactions that have been created once the Batch feature has been enabled. It shows Effective Date, Transaction Type, Transaction Status along with information about the course and who performed the transaction and what date it was done. If you have made a mistake you may Delete the Future Transaction in this area. Batch Processing of Future Scheduling Transactions Page 4 of 10

8 To add courses, you will want to create a filter that displays seat counts including Future Transactions. After selecting Add Course Click on Filters: Add Filter, name Filter, Term Counts with Future. Under Column Display Options and Filters go to the Move column and move fields up as displayed below (those in green have been moved). Then Save and Apply Filter. This filter can be customized as desired. Batch Processing of Future Scheduling Transactions Page 5 of 10

9 When the filter has been applied, it will display current Sec Enr (section enrollment) as well as Ftr Trans Max (Future Transaction Maximums). The Avail Seats includes the future enrollments so checking the Only Classes with Seats Available is useful. If scheduling a class will overload it, you will receive Scheduling Alerts on the Schedule Class screen (see below). The Effective Date defaults to today so enter the correct Effective Date. Please note when Future Transactions are being batched, the Only Classes that Fit option will not be useful as the future transactions are not seen until batched, so expect Fit warnings. If you want to schedule the class, Continue. Batch Processing of Future Scheduling Transactions Page 6 of 10

10 When scheduling is complete a schedule can be printed with the Future Transactions. A template will need to be created. Click Quick Print and select Student Schedules. Click on Template and Add. Name Template with future trans or whatever makes sense to you. Make choices for Terms as appropriate and check Print Schedule for Specific Date Using Schedule Transaction File enter the date used as Effective Date and check Print Future Transactions on Schedule, Save and Select, Run Local Printer. You could also name a template 2 nd Semester and put the first day of Second Semester as the date so you don t have to edit each time. Class Roster Report and Student Schedule Reports all have the Print Future Transaction options. Batch Processing of Future Scheduling Transactions Page 7 of 10

11 The schedule will display with the class that was added for the date chosen and the dropped class will not display. Student Locator also now honors the Future Transactions Effective Date so you can find the student in the correct class until the transaction is batched. P223 also will correctly report the student in the correct class until the new class is processed by the Scheduled Task. Family Access Display and Teacher Grade book also work based on Effective Date. Batch Processing of Future Scheduling Transactions Page 8 of 10

12 Future Transaction Reports Note: These are secured line items so security access may need to be given to see these reports. Future Student Schedule Transaction Reports Path: WS\OF\CS\RE\FS This report will show scheduling transactions of students that were entered using a future date. There are many options to create reports based on those ranges. Add a template and name appropriately. For example, the report ranges shown below would show what is currently scheduled to be processed. You can change the options based on what you want to see by changing transaction dates, effective dates and the many options listed. Batch Processing of Future Scheduling Transactions Page 9 of 10

13 Here is the report that shows all Scheduled transactions at the time the report was printed. Future Scheduling Transaction Process Results Path: WS\OF\CS\SS\RE\TP To see the results of the nightly process by date, run Future Scheduling Transaction Process Results. The report of what was processed in the scheduled task is displayed when you highlight the date you want to see and click view. Batch Processing of Future Scheduling Transactions Page 10 of 10