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FAQ Number : P1b                                     Latest Update: 10/6/06

 

Academic Year End Procedures

 

At the academic year end you will need to import new students, change the classes of existing students and remove leavers if required. DO NOT attempt this until the end of the first week of the new academic year at the earliest. You must check that students have been promoted to their new years on SIMS.net before starting this process, or you will risk having duplicate students.

 

Changing the classes does not affect any of the records for the students, and you can still find out what they have paid, any monies outstanding, trips attended etc.

 

Before starting this procedure please do the following:

 

1. Check you have the correct version of PFM - it must be 6.04.08. The version is shown in the blue bar across the top of the screen when running PFM. If you do not the correct version, please request an upgrade from the web site www.istekuk.com

2. Before starting, take an archive, using Period End - Archives - Backup Current Data. Click in the white box and enter the name BEFORE IMPORT. Click on CREATE BACKUP.

 

 

 

1. Check existing pupils for Admission Number

 

Go to the SETUP tab, and click on the button that says STUDENTS WITHOUT AN ADMISSION NUMBER.

 

If this report has one or two odd people in, you DO NOT need to proceed with the rest of step 1.  If however, the list has more or less everyone in the school in, continue as follows.

 

Click on the button that says EXCEL SPREADSHEET from within the report.

Complete the column that says STAR Ref by enter each students Admission number, as specified on SIMS.net

 

Once complete, return the the SETUP tab within Private Funds Manager, but leave the Excel Spreadsheet open. Jumping back and forth between Excel and PFM, first copy the list with all the names in and PASTE it into the Student Name column by pressing the RIGHT CLICK on your mouse, and selecting PASTE.

 

Repeat this for the class and then scroll across to the right and paste the STAR ref number in the appropriate column.

 

Click on SAVE DETAILS INTO DATABASE.

 

 

2. Deleting Leavers

 

Delete leavers before running the link with SIMS.net for new students and classes. If you do not, your top year will have two years of students all mixed together.

 

First, move leavers from the class they were in at the end of the year, into a class called LEAVING as follows-

 

Period End - Class Changer.  Click on their class in the FAR LEFT column. Click on LEAVING in the middle column.  Click on SELECT ALL on the top right.  Click on SAVE THESE CHANGES at bottom right. Repeat for all classes from which students have left (even if some of them are coming back into a sixth form for example).

 

If you wish to, you can now permanently delete the leavers from the PFM system. To do so, go to Period End – Delete – (Click on Yes) Under student column , click on Delete Leavers.

 

 

3. Importing New Intake & Changing all other students' classes

New students can be imported automatically from SIMS.net. All existing students are moved to their new classes, and all leavers moved to a class called LEFT. These can be deleted permanently then, if required.

 

 

 

a. Running the PFM  Pupil data Report in SIMS .Net

 

Select ‘Reports’ and ‘Run’ from the main menu bar.

 

 

In the left hand ‘Report Browse’ window, expand ‘Focus’ and select ‘Student’.

 

 

 

 

Scroll down to select
‘PFM  Pupil data (Sues Version) in the list of reports and then click ‘Run’.

(If you do not have the ones marked Sues version, please download it from the website - www.istekuk.com - go to Support - Downloads. You will then need to import it into SIMS.net using Reports - Import.)

The report will be generated for the whole school. This may take several minutes.

Choose to save the report to the same folder as Private Funds Manager is loaded, as a CSV file, with a different name each time eg PUPILS SEPT 06

 

 

b. Clear old versions

 

Make sure there are no existing files called PFMPUPIL.CSV located in the Private Funds Manager folder,

SIMS folder or any other folder.

 

 

c. Upload names into PFM

Go to Private Funds Manager  - Setup – Upload Student Names. When all are shown on screen click on Once the names appear on the setup screen, click on the Save Details into Database button.

 

Rather than confirming every student in turn, click on the Accept All without showing this screen button.

 

 If your students do not appear correctly on the SETUP page - click here for troubleshooting.