Shared Database for The Education Edge and The Financial Edge
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- Bonnie Warren
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1 The Education Edge You must read this list to qualify for converting to The Education Edge. Before finalizing your decision, it is important to consider the specific changes that affect Admissions Office, Registrar s Office, and your Blackbaud accounting software. These changes include compatibility differences, as well as functionality and features that are different from previous versions and may affect how you accomplish specific tasks. Technical Considerations: Shared Database for The Education Edge and The Financial Edge The Education Edge and The Financial Edge are one database. If your organization currently uses Education Administration products and The Financial Edge, you will no longer have separate databases when you convert to The Education Edge. The conversion results in a single shared Education Edge database containing all education and accounting data. The user interface is also shared. For example, if you have Registrar s Office and General Ledger, you access both programs from the Education Edge shell. A user with supervisor rights can see all data, including accounting information. We recommend you review all security settings after converting. If you do not use Blackbaud s accounting products, these changes do not affect you. Accounting for Nonprofits Because The Education Edge and The Financial Edge share a database, you must convert from Accounting for Nonprofits to The Financial Edge before you can convert from Education Administration to The Education Edge. Shared Records in Student Billing 7 and The Education Edge If you use Student Billing 6, once you convert to Student Billing 7 and The Education Edge, your database will contain two sets of records. Records are marked with attributes to denote whether they came from Education Administration or Student Billing 6. You should merge these duplicate records using the merge utility before using Student Billing 7 and The Education Edge. Software Compatibility Review the system recommendations for The Education Edge. You must be on the latest versions of all your Blackbaud products before converting to The Education Edge. Microsoft SQL Server 2000 / 2005 Database The Education Edge runs on a Microsoft SQL Server 2000 / 2005 database, rather than the Sybase SQL Anywhere database that Education Administration uses. If you already have SQL Server 2000 / 2005 Standard or Enterprise, The Education Edge will automatically install on your existing SQL Server database. If you do not have SQL Server 2000 / 2005 Standard or Enterprise, and you have fewer than 10 concurrent users and a database size below 1.8 GB, you can install The Education Edge with Microsoft SQL Express which is bundled with The Education Edge. If you do not own SQL Server 2000 / 2005 and you have more than 10 concurrent users or a database size above 1.8 GB, you will need to purchase SQL Server 2000 / Please keep in mind when converting to The Education Edge that
2 your database will be approximately three times larger than your original database. Calculate users by adding your current Admissions Office, Registrar s Office, Faculty Access for the Web, The Financial Edge, NetClassroom, and erequisitions users. Converting Tables Specific tables used in Admissions Office 6.8.3, Registrar s Office 6.8.3, and Student Billing 6 are merged during the conversion process. For example, the entries in the Grade Level tables that appear in Student Billing and Admissions and Registrar s Office are merged into a single table in The Education Edge. If a table in one program uses the terminology 1st grade and another uses First grade, both table entries will convert even though they refer to the same grade level. In preparation, we recommend that you standardize these tables in both 6.x programs before converting to The Education Edge. For more information about merged tables, including a list of those you should standardize, see Reviewing Your Grade Levels and Other Shared Tables in the Conversion Planning Guide, which is located on the Support section of our Web site under User Guides. End of Support for Version 6 In order to focus our resources on the latest technologies and future developments, we will end support for Admissions and Registrar s Office 6 products on December 31, We will no longer provide utilities, updates, enhancements, data repairs, or Support assistance for Admissions and Registrar s Office 6 after this date. Key Functionality Differences Between Education Administration & The Education Edge: Gradebook The optional module Gradebook that interfaces Jackson Software s Grade Quick! with Registrar s Office is not available in The Education Edge. You can use the gradebook available in the optional module Faculty Access for the Web. Faculty Access for Windows Faculty Access for Windows is not available in The Education Edge. Faculty Access for the Web provides access for faculty users to enter grades, attendance, and conduct in The Education Edge. Data Entry Scanning Course requests, grades, and attendance can be entered using the optional module Faculty Access for the Web. Fast! The Fast! feature for adding applicants is currently not available in The Education Edge, and is planned for a future release. In the meantime, you can import applicants. With the NetInquiry module, you can receive potential applicant biographical information via the Web and easily download this information into The Education Edge Admissions Office database. Also, you can manage multiple default sets of record information to use, and click Save and New on records to speed up data entry on multiple records.
3 International Address Formatting The following boxes, fields, and options are not available on Country records in The Education Edge and do not convert: The Currency box, including the Type, Annual Rate, Symbol, and Placement fields The Number Format box, including 1000 Separator, Decimal Separator, Decimal Digits, and Leading Zero options The Address Block box, including customized address formatting options Student/Applicant Attributes Applicant and student attributes are not shared in The Education Edge. You now manage these attributes separately. Your existing student/applicant attributes convert to both applicant attributes and student attributes. However, you can copy attributes between Registrar s Office and Admission s Office after conversion. Other Functionality Differences For more information about other functionality differences between Education Administration and The Education Edge, see the Conversion Planning Guide, which is located on the Support section of our Web site under User Guides. Report Parameters Report Parameters do not convert to The Education Edge. Any reports either your organization or Blackbaud has created, including custom report cards and transcripts, will not convert and must be recreated in The Education Edge. NetMail With NetMail, you can create, send, and track messages to applicants, students, faculty/staff, and individuals. Using Export, you select the group of people from your database to whom you want the message sent. You also select the Education Edge fields you want available for your message. After you create the message, you submit the message to Blackbaud. We process the information and send the to all the people included in the export file. If you have NetMail, you can also enable in Faculty Access for the Web for teachers. Teachers and advisors can students and student relations from Faculty Access for the Web using specific export fields from The Education Edge. Online Course Requests and Enrollment Students can now enter course requests and enroll in classes through a Registration page in NetClassroom. You control when students can access the Registration page and if they can enter course requests or enroll in classes in Configuration for Registrar s Office. Parents and relations with access to students in NetClassroom can view and approve a student s requests in NetClassroom. Additionally, teachers and advisors can view and approve student requests in Faculty Access for the Web. It is important for your school to customize and communicate your processes for online course requests and enrollment. Billing Statements in NetClassroom You can publish statements from Student Billing to NetClassroom. By publishing, you export a PDF file that can be viewed in NetClassroom.
4 Class Notes You can now enter notes about each class for each marking column, for example, providing detail about what students worked on in the class during that marking column. These class notes can be included on report cards and transcripts. Free Periods Report A Free Periods Report is now included in Scheduling Reports in Reports. Using the Free Periods Report, you can see which teachers, rooms, or students are free for a given period or block. This report is useful to see if there are particular time frames with a large number of resources or students without classes scheduled and determine if classes should be moved to better accommodate these resources and students. NetClassroom Setup Setup tasks are no longer in the Supervisor login of NetClassroom. They are now accessible from the NetClassroom page in Configuration in Registrar s Office. In addition to the new setup tasks related to online course requests and enrollment, you can now also enter multiple announcements and additional Web site links to appear on users Home pages. Due to changes in the NetClassroom installation, the Web address for NetClassroom will change when you upgrade to The Education Edge 7.7. The new Web address is server name/netclassroom7. Replace "Web server name" with the exact name of your Web server. Also, if you renamed the NetClassroom7 virtual directory, replace "NetClassroom7" with the exact name of the virtual directory. Finally, make sure you notify your students and parents of the new Web address. Editing Student Lunches You can now edit lunch assignments after generating student schedules, as long as you defined lunches using entire periods on the associated timetable. To edit lunches, access the Schedule a Student screen and click the Lunch button on the action bar to view the student s lunch assignments. Student Schedule Business Rule A Reflect student schedule changes business rule has been added in Configuration. Mark this checkbox if changes to a student s enrollment in a class in a term should update the student s schedule in other terms. If you mark the checkbox, select in all terms or in subsequent terms. Viewing Student Photos in Faculty Access for the Web On the Bio tab of student records in Faculty Access for the Web, users can now click a See Photo link to view the student s photo stored in Registrar s Office. Grade Report Improvements On the Grade Report and Grade Analysis Report, you now have more control over how to format columns on the report.
5 Opening a Class You can now search for and open a class record directly from the main Scheduling page by clicking the new Open a class link.
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