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INFORM Digital Magazine | Fall 2019

C NNECT Connecting you with Technology

INFORM

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A MESSAGE FROM THE EXECUTIVE DIRECTOR

Welcome to the Fall 2019 edition of “INFORM” – Connect’s digital magazine. We like to share with you in this publication all the significant projects and work underway within our organization. You might imagine that once school is out for the summer, the workload at Connect eases up a bit. While that is somewhat true of amount of customer support needed in certain service areas, all staff are just as busy with other types of work. We take advantage of the summer break to complete maintenance, upgrades, and other tasks that would be too disruptive when schools are in session. In addition, some service areas such as fiscal support actually see an increase in customer support requests as districts move from one fiscal year to the next. Similarly, our student team was busy all summer assisting customers with scheduling for 20192020...just take a glimpse back at our Facebook or Twitter pages. Here’s what we’ve been up to…. Our Fiscal/State Software Service Team is working to schedule all districts for the next six Redesign migration waves, while continuing to provide daily support for all Classic customers. Additionally, the team is guiding our recently migrated Redesign districts as well as North Ridgeville City Schools, which is preparing to begin the process of migrating to Redesign. Within our Fiscal/ERP Services area, Olmsted Falls City Schools successfully

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implemented eFP and went live with payroll and financials on July 1st. Munis customers underwent a major upgrade to version 2018.1 in July. Lakewood and Amherst both successfully implemented the Capital Assets modules in Munis to close out FY19. We recently passed the 2 year mark in Munis and our users are becoming more and more comfortable with the system and starting to implement those “cool” functions that we identified initially when we evaluated alternatives to state software. Our Library Services Team is working on getting St. Rocco School up and running on Sirsi Workflows. They have also completed work on the floating library collection for the Westlake elementary libraries. (A floating collection is one where library materials are not ‘permanently’ housed at a specific location; instead, items move freely about the system and when returned to one library, are shelved at that location rather than being put back into transit to a ‘permanent’ location.) This is the first Connect district where the entire elementary library collection is floating and we are eager to see how it works. Over the summer, the Managed Services Team worked to upgrade our antivirus engines and implement new backup servers and solutions for schools. In addition, assistance was provided to North Royalton City Schools as it works on its high school renovations, as well as to two schools that completed their new building projects, St. Adalbert School and South Suburban Montessori School. The Student Services Team continues to work with PowerSchool districts student contacts data conversions and data export changes in relation to the latest PowerSchool update that was installed Summer 2019. In addition, report cards and transcripts are being updated for the 2019-2020

school year for both PowerSchool and ProgressBook customers. Within our Technology Networking service area, staff have updated our firewall, web filters, wireless controller, and our Cisco Prime Infrastructure server. In addition, the team is actively seeking schools to test new web filtering solutions. The Systems Team has been working on third party vendor integrations for school districts, infrastructure patching and upgrades, as well as new district implementations of software packages. At an organizational level, we have been working to enhance the services and our capacity to provide support. In the fiscal services area this includes increasing staff capacity to provide on-site support for member school districts and enhancing our ability to develop custom reports for the ERP systems (alternatives to state software) that Connect supports. We have also continued our efforts to provide a data analytics solution. Connect, in partnership with the Educational Service Center of Northeast Ohio, now supports the PowerSchool Performance Matters analytics system. We have our first cohort of schools that are moving forward with the implementation of Performance Matters. We will be holding a Connect Member Update on Tuesday, October 8, 2019 at 11:00 AM. I hope that all of our Member Treasurers and Superintendents will be able to join us for an in-person update on Connect and the service enhancements that we are developing. As always, if you have ideas on future stories that you would like us to cover, please contact any of our Connect staff or me. - John Mitchell, Executive Director, Connect


CALENDAR OF EVENTS

Fiscal

Library

Student

September 18 9:00AM-11:00AM Fiscal Open Lab Connect East-Valley View

September 18 8:30AM-12:30PM Reports - Overdues Connect East-Valley View

September 18 1:00PM-3:00PM PowerSchool EMIS Exchange Connect West-Elyria

October 2, 9, 16, 23 and 30 9:00AM-11:00AM Fiscal Open Lab Connect East-Valley View

October 10 8:30AM-3:30PM Reports - Overview Connect East-Valley View

September 24 10:00AM-NOON ProgressBook Special Services and DataMap Presentation Connect East - Valley View

November 6 and 13 9:00AM-11:00AM Fiscal Open Lab Connect East-Valley View

November 6 8:30AM-3:30PM Cataloging I Connect East-Valley View

November 20 and 27 9:00AM-11:00AM Five Year Forecast Open Lab Connect East-Valley View

November 14 8:30AM-3:30PM Open Lab Connect East-Valley View

December 4, 11 and 18 9:00AM-11:00AM Fiscal Open Lab Connect East-Valley View

December 3 8:30AM-3:30PM Library Liaison Meeting Westlake Porter Library-Westlake

Technology October 4 1:30PM-3:30PM Connect Tech Advisory North Olmsted Library

December 11 8:30AM-3:30PM Overview of INFOhio Digital Resources Connect East-Valley View January 9 8:30AM-3:30PM Circulation/General Overview for New Users Connect East-Valley View

September 24 1:00PM-3:00PM ProgressBook Special Services and DataMap Presentation Connect East - Valley View September 20 1:00PM-3:00PM PowerSchool Grad Reporting Connect West-Elyria September 27 1:00PM-3:00PM ODE ITC EMIS - September/October Connect East-Valley View (Room 102) October 16 1:00PM-3:00PM PowerSchool EMIS Exchange Connect West-Elyria November 13 1:00PM-3:00PM PowerSchool EMIS Exchange Connect West-Elyria November 20 9:00AM-11:00AM ODE ITC EMIS Training - November Connect East-Valley View (Room 102)

For a full listing of all upcoming events at both Connect East (Valley View) and Connect West (Elyria), please visit https://events.ohconnect.org.

December 18 1:00PM-3:00PM PowerSchool EMIS Exchange Connect West-Elyria January 15 1:00PM-3:00PM PowerSchool EMIS Exchange Connect West-Elyria

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STAFF MEMBER FEATURE

JULIA ROZSNYAI Julia Rozsnyai is the Lead Support Specialist for State Software/Fiscal Services for Connect. She has been serving Connect customers since 2017.

It’s hard to believe it has been almost two years since I joined the Connect Fiscal team! I strive for excellence every day, while accepting that imperfections and setbacks are inevitable, especially during a time when our districts need to get through the steps of major accounting and payroll software changes. I enthusiastically embrace change and choose positivity. - Julia Rozsnyai Julia’s payroll background and focus on customer service has contributed to a level of support that our fiscal customers value. We are fortunate to have her leading the way for Connect’s Fiscal/State Software Services.

Julia holds a Bachelor Degree in Business Administration with a major in Accounting from Cleveland State University, as well as an Associate of Arts Degree and an Associate of Science Degree from Cuyahoga County Community College. In addition, she holds her Ohio School Treasurer License. Julia provides leadership and multi-faceted support for the effective collection, analysis, maintenance, and reporting of client financial data and payroll processing services. Prior to working at Connect, Julia was an Assistant Treasurer at Chagrin Falls Exempted Village Schools for more than four years Before that, she was an Administrative Assistant to the Assistant Superintendent at Kenston Local Schools. Prior to taking a position in the public education field, she earned experience in Mortgage Banking at Ohio Savings Bank for eight years as a Team Manager in the Payment Processing, Insurance and Loss Mitigation Departments. Julia loves to spend time with her family and friends; likes traveling, nature, being active outside, and playing with their pets. Julia also enjoys baking, crafts, volunteering, and being a member of the Hungarian Cultural Center of NE Ohio.

-John Mitchell, Executive Director, Connect You can reach Julia at: Phone: 216-520-6900 x5179 Email: Julia.Rozsnyai@ohconnect.org LinkedIn: https://www.linkedin.com/in/julia-rozsnyai-78092a24 Address: 5700 West Canal Road Valley View, OH 44125

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An Update From . . .

SYSTEM SERVICES

By Steven Foster, Lead Systems Analyst, System Services

Benefits of Desktop Virtualization All schools today have a variety of desktop computers running in their infrastructure. From staff computers to lab computers, all of these systems must be maintained by district staff. Maintaining and troubleshooting all of these different systems can be a full-time job. One of the more interesting solutions to this problem is desktop virtualization. Desktop virtualization involves the use of a light, cheap, thin client that is physically located near the user while all of the processing is actually handled in your data center. This provides a number of advantages... • All desktop interfaces are the same and consistent for all users. This means less variety in any issues that may come up and easy training for new users. • If there is a software problem, a new desktop can be deployed in a matter of minutes because everything is virtual.

• If there is a hardware problem, it is just a matter of switching out the thin client. No software reconfiguration or re-installation needed. • Less wasted resources. Most of the computers are using far less resources than they can when running at maximum utilization. Virtualization allows you to eliminate that waste of resources. • Overall simplified management as everything can usually be managed from anywhere. This will usually eliminate the requirement that someone physically visit the end user’s location to resolve an issue. Desktop virtualization is not a new technology, but with the exponential increase in computer processing power available to us today, it has once again become a viable solution to today’s problems. If you have any questions on how desktop virtualization might work in your district, please don’t hesitate to reach out to us.

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An Update From . . .

FISCAL SERVICES

By Julia Rozsnyai, Lead Fiscal Support Specialist, Fiscal Services

To say the least, it is a busy and important period in the history of Fiscal/Treasury departments across the state! We know districts have plenty on their desks that keep you (and Connect!) busy supporting daily routine activities; in addition, we have the end of Fiscal Year 2019 closed and behind us and just slid into preparations for the new fiscal year. On top of all the regular processing, there is a lot of information coming your way regarding major additional items, such as switching to new accounting and payroll software. Below, you will find answers to common questions regarding the absolute need to make a change in the accounting and payroll software. Does the Classic software need to retire and why? The companies that supported the Classic State Software’s applications and hardware are obsoleting and retiring the replacement parts. Though a possible operating system exists through a different company, the replacement system would cost nearly five times more, and it would not address hardware issues. Therefore, from multiple perspectives—financial, support and functional—it is in our collective interest to move to the modern Redesign solution as quickly as possible. When will Classic retire? The timeline SSDT is pursuing and planning around has Classic retiring at the end of December 2022. After that date, no updates to the software are anticipated, including all tax forms and tables. Of course, W2s and 1099s for 2022 will be available in early 2023. It is planned that access to archived historical data will be available after 2022.

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Why is a new support fee for State Software needed, how much will it cost, and when will it be assessed? Funds are needed to maintain Classic through the transitionary period, as well as to expedite Redesign development. This will enable the Management Council to hire more programmers and support staff at the SSDT, which will in turn assist schools and ITCs in their migrations to Redesign. Also, there is a need for investment and hardware for Redesign. To meet this array of needs, ITCs are collecting a support fee of $0.50 per student for districts using State Software, regardless if they are using Classic or Redesign, beginning in FY 2020. The funds generated are necessary to sustain current development momentum, continue district migrations, and help build and support a much more robust and modern financial application that will serve Ohio schools for many years. What are the timelines for A/R (Accounts Receivable) and Inventory? The Accounts Receivable module is in early stages of planning and development and it is projected to be live in summer of 2020. The current projected date for the release of the Inventory module is the summer of 2021. For the time being, SSDT has made a workaround available for creating an inventory extract from the Redesign and importing it into Classic. Districts can still use the Classic EIS functionality until the new module is made available.


Has Connect established a migration schedule? Waves start every six months, beginning each January and July. The chart below reflects the schedule of future waves for Connect districts. Starting with calendar year 2020, each Connect wave will have a cap of four migrations in order to best accommodate the districts with the needed training and support during the transition. How will input from the field be gathered and used to provide feedback to the Redesign project? The Fiscal Redesign Oversight Committee (FROC)—established in 2015—met for the last time on June 27, 2019. They oversaw

the Redesign project to the point where over 60 districts are successfully processing in Redesign. The State Software Advisory Committee that was established in October 2018 agreed to meet quarterly to help the SSDT guide and direct the development of State Software. The State Software Advisory Committee is made up of an even split between district and ITC fiscal staff. This will ensure end-users have direct input into software development decisions. Members have also created three working groups that focus on 1) prioritizing development, 2) creating reports, and 3) organizing training support and documentation efforts. The representative for Connect districts is Biagio Sidoti, North Royalton City Schools Treasurer, CPA.

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How will recent fiscal agency and leadership changes affect the development of Redesign? On July 1, 2019 the Management Council assumed fiscal agency responsibilities for State Software and Matt Calmes became Director of the SSDT. These developments promise continued steady growth in the Redesign that will provide a path away from the brittle Classic system. No changes are anticipated to the previously planned development timelines. With the additional funds cited above, the Management Council will work

How is Connect prepared to help? The State Software Support team for Classic and Redesign at Connect consists of Bella Antal, Matthew Gregory, Jenn Mismas, and me (Julia Rozsnyai). We learned a tremendous amount of knowledge regarding balancing, migration, implementation, dual entry, and Go Live processes alongside the districts we supported through the change in the accounting and payroll software this past year: North Royalton City, Highland Local, Rocky River City, and Brooklyn City Schools. We work closely with Ken Davis and Curt Vigg from our tech support team to ensure the easiest transition possible for our districts when switching from Classic to Redesign. We are a strong team committed to guiding you through each step of the process to make it as smooth as possible.

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with the SSDT to enhance existing programming, infrastructure, and support resources over the course of the current fiscal year. This staffing change at SSDT, combined with continued support from ODE, the Management Council’s resources, the support of all of the state’s Information Technology Centers, and guidance from the State Software Advisory Committee are promising the continued success of Redesign.


An Update From . . .

FISCAL/ERP SERVICES

By Sadie Fellure, Lead Support Specialist, ERP Services

What does a conversion to eFinancePLUS involve? The process to convert fiscal data to eFinancePLUS (eFP) is challenging, but the ERP team at Connect is working diligently to ensure the smoothest transition possible. We have capitalized on the numerous resources available through the Management Council of the Ohio Education Computer Network (MCOECN) to give our customers the tools for a successful implementation. We also entered into a service contract with the Tri-County Computer Services Association (TCCSA), an ITC in Wooster, Ohio. The contract will remain in effect through fiscal year 2021 and, during that time, TCCSA will work with Connect staff and customers on implementation and user training. TCCSA has successfully implemented eFP with 14 entities, including traditional districts, career centers, and an Educational Service Center. In addition, they utilize eFP as their own fiscal software. Our agreement with TCCSA includes onsite training for customers at the TCCSA facility throughout the six-month implementation, remote training, and daily fiscal support via email and phone. TCCSA is also training the Connect ERP team to support our customers once the service contract expires. Throughout the duration of our partnership with TCCSA, Connect eFP customers will receive support from both ITC sites! There is a one-time, flat fee for implementation paid to TCCSA. TCCSA receives 100% of the implementation fee; Connect does not receive any compensation for implementation services. There is also a yearly licensing fee paid to PowerSchool. Again, Connect does not receive any of that fee. In addition, Connect will not increase the current fiscal support fees for districts that choose to implement eFP.

Lastly, to ensure that all eFP customers are properly supported, Connect hired Amy Wesley in October 2018 to work solely with eFP customers. Previously, Amy was the Payroll Coordinator at Hilliard City Schools, which is an eFP district. Prior to that, she was the Assistant Treasurer at the Springfield-Clark Career Technology Center. She also served as a Senior Auditor at Julian and Grube, Inc. Amy has been working closely with TCCSA and Olmsted Falls City Schools (OFCS) during their implementation this year, including working onsite at OFCS, to ensure a successful transition. “The partnership with TCCSA & Connect has been very rewarding. With the strong eFP knowledge from TCCSA and the support from Connect we were able to complete a very successful conversion. Connect’s decision of hiring Amy Wesley, who has previous eFP experience, was a large contribution to the ERP team. We have been able to work through many complicated procedures in the development of our new system. There is never a good time to make a huge conversion like this but the best thing I did, which made us as successful as we were, was to build a strong support team that was 100% devoted to making this a success. We had our hiccups but at the end of it all, those times are what made us learn and understand the program even more. It is so nice to finally operate with an accounting system that has modern day technology and provides so much more data with much less effort.” -Emily Dales, Treasurer/CFO Olmsted Falls City School District The implementation process can be demanding but Connect is taking the necessary steps to minimize the challenge and set our users up for success!

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An Update From . . .

NETWORK SERVICES

By Jon Axe, Lead Network Analyst, Network Services

Requesting IPv4 Public IP Addresses An IPv4 public IP address is often used to communicate with devices on a remote network. Sometimes, a school will need a public IP address when implementing a new public facing web server, security systems, phone systems, HVAC control systems, or VPN appliances to name just a few. What is the first step in obtaining a public static IP address? Connect requires the requester to complete a static IP form to help us understand how to provision the request correctly in our systems. The form is also required and reviewed by auditors from the State of Ohio. In addition, our staff will regularly review provisioned static IPs with our schools to help keep the network safe.

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Sounds great, where do I go to access the forms? Connect makes it easy and convenient for our schools by offering two different methods. The preferred method is to open a ticket within Cherwell and complete the embedded static IP form. To access Cherwell, go to https://support.oecn. org/cherwellportal/connect and then login. After a successful login, click on the Static IP Request button to access the form. This form will walk you through the required items and only take a minute or two to complete.

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The second method is to use our form located on our website. On our main website, click on Forms and then navigate to the bottom of the page where it lists the Static IP form. Print out the form, complete the information by hand, and then scan & e-mail the completed form to techsupport@ohconnect.org. We will then open a ticket for you. Does Connect charge for public IP addresses? Connect has never charged for a Public IP address and there are no plans to do so. Available Public IP addresses are limited in quantity so we only allocate addresses when they are needed.

How long does it take Connect to complete a Static IP Request? Our staff will complete the request in time to meet our organization’s SLA. Often, we are able to complete the request within the same hour but the amount of time varies with current call volume. It is our recommendation to provide advance notice if you have a vendor coming onsite that may require new public IP addresses for an installation.

An Update From . . .

MANAGED SERVICES

By Gary White, Director, Managed Services

What is phishing? What is phishing? We hear this used a lot in the media. Recently we learned of an organization that was phished into sending payments to an unauthorized party. So what is this phishing exactly? Phishing is what you call someone that sends you an email trying to make you do something such as reveal passwords, credit card numbers, change banking information, etc. These are basically emails that try to scam someone out of something. Some can be very convincing and look like they come from people in leadership/management positions. Here are some things you can do to try to prevent these attacks: 1. Don’t respond via email to requests that deal with anything financial or with personal information. Call the person that sent you the

email if you already know them to verify they are really emailing you for this sort of information. 2. Don’t open attachments from people you do not know or were not expecting attachments from. Most people do not send invoices in a ZIP format. This is a popular option phishers use to attack you. 3. When in doubt, simply call whoever emailed you, but only call them from a number you know already. Never call someone from a number that is included in the emails. The Managed Services Department is ready for the new school year and has been evaluating new technologies that can help schools be more efficient and effective. Reach out to us today to see how we can help you with your next project! If you have any questions on how we can serve your school, contact Gary.White@ohconnect.org.

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An Update From . . .

LIBRARY SERVICES

By Joshua Pease, Support Specialist, Library Services

INFOhio Campus – PD Your Way! INFOhio Campus (explore at https://www.infohio. org/campus) works to meet your needs with free access to high-quality Professional Development Resources focused on collaboration and reflection, all without leaving the comfort of home. When you participate in the PD offered through INFOhio Campus, you will learn to integrate INFOhio’s digital content and web tools in your classroom. INFOhio Campus contains some old favorites like ‘Learn with INFOhio Webinars’ and ‘Success in Six’ learning modules, while also offering their newest training options in the INFOhio Learning Pathways.

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INFOhio Learning Pathways are designed to give you options, allowing you to take part in and complete the entire pathway, or the option to take a class or two to fit your professional development needs. Completing Pathways earns you contact hours and a digital badge to display on your credentials. Upcoming Pathways to look forward to include the following: ‘Ages 3-5 Digital Content Learning Pathway’, ‘6-12 Digital Content Learning Pathway’, ‘Building Your Digital Curriculum with INFOhio OER Learning Pathway’, and ‘BLUEcloud Learning Pathway.’


Library Services Reminder If you are unable to open your report in Sirsi Workflows and receive a ‘specified path not found’ error message, here is why. Sirsi Workflows needs to know in which program to open your report (the filepath). Mapping the ‘filepath’ will stop this error. 1. Sirsi Reports and Notices > Report Session 2. In the ‘Application to view reports’ field, use the gadget and navigate to the place on your computer where your Microsoft Office programs reside. It will be something like this: C:\Program Files\Microsoft Office (might be Microsoft Office X86\Office (might be version 15 or 16, etc.)\WINWORD.EXE 3. Double-click the WINWORD icon 4. You should be returned to the ‘Session Settings’ window, click OK at the bottom of the screen. 5. Try opening the report again by either selecting the ‘View’ button or double clicking the report name from the Finished Reports window. NOTE: When you exit out of Workflows, you will be prompted to ‘Save Properties’. Click Yes. For further assistance, please consult the Connect website: http://www.ohconnect.org/library/files/ Report_File_Path.pdf

Approximately 50 people attended Connect’s Library Systems liaison meeting at the OverDrive Blue Sky Campus in Garfield Heights on September 11. The Connect Library Liaison group consists of K-12 School Library/Media representatives from Member and Independent school systems (public and private) in the Connect service area. The Liaison/Assistant Liaison is Connect’s primary contact for communications regarding all components of INFOhio support services.

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An Update From . . .

STUDENT SERVICES

By Matt Zenobi, Lead Support Specialist & Systems Analyst, Student Services

Gradebooks 2019 - PowerSchool and ProgressBook PowerSchool: Most of Connect’s PowerSchool customers completed the previous school year on version 11, which is now at its end-of-support, and we upgraded those customers to versions 12 and 19 prior to the start of the new school year. PowerTeacher Pro saw many enhancements that schools are pleased to finally have available and that are detailed below. Teachers can create and manage their own comment bank items and quickly apply comments to graded assignments or term grades.

A long-time enhancement request has been the ability for teachers to transfer their assignment scores when a student transfers from class-toclass. From the Students quick menu, select Transfer Scores to transfer assignment scores from the dropped class into the student’s new class. Teachers can also move scores via copy & paste. Just copy an entire column of scores from a class assignment and paste them into another class assignment. The gradebook now has its own report queue where teachers can view their previously run reports and even re-run those reports without having to select all the report parameters again. Co-teachers can copy assignments to other classes they teach in the latest version of gradebook. In the event of a grade scale change, teachers now have the ability to recalculate their gradebook and update the scores and grades

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previously entered using grades from the new class grading scale. Prior to this ability, teachers would sometimes have to re-enter their grades. Teachers using standards-based grading can now view the full standard name and description simply by hovering over the standard identifier, and administrators in standards-based schools now have more robust options for handling standards final grade calculations in the event a student is graded in the same standard in more than one class. Gradebook administrators can lock reporting terms to prevent grade changes after a specified number of days after each reporting term ends. This will help prevent final term grade mismatches between the teacher gradebook and stored historical grades in PowerSchool.


ProgressBook: Connect installed ProgressBook 19.0 and the summer gradebook rollover in July. The rollover release creates a new gradebook database for the upcoming school year, while data integration from StudentInformation is paused until schools are ready to begin the integration process. The student services team continued to build upon the previous year by offering workshops and copying much of the gradebook integration configuration settings on behalf of schools to ensure a smooth start-of-school. Version 19.0 of ProgressBook GradeBook also had its share of new features, which are detailed below. Teachers may have noticed the new default assignment grading screens have changed. Under the ‘Set Up Teacher Preferences’ link on the teacher home page, the teacher may switch back to the old mark entry screens if they prefer, but the new grading screens are the supported method that provide ongoing improvements and peak performance. Unlike the old screens, these screens auto-save as you enter grades.

Administrators setting homerooms for daily attendance can now sort course sections by course term or period and toggle a new integration option that automatically configures new course sections from StudentInformation for teachers to take homeroom attendance. The latest version allows teachers to sync their gradebook with their Google Classroom assignments and scores. The Google Classroom Sync link can be found on both the teacher home page or a class dashboard. Teachers will select the assignments and students they wish to import marks for from their Google Classroom account to their ProgressBook GradeBook. A new icon now displays next to Google Classroom linked assignments in the assignments listing on class dashboards.

GradeBook administrators can add DataMap MAP assessment scores to standards-based report cards and the course name field on standardsbased report cards has been updated to accept up to 100 characters.

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ASK CONNECT Questions & Answers

If you believe you have a question that could help yourself and others, please submit it via email to info@ ohconnect.org and include ‘Ask Connect’ in the subject line. We will publish the most common and relevant questions along with an answer from your trusted Connect staff. Please don’t be shy about submitting a question; we will ask your permission before including your name. You provide the content topic and we’ll provide the information. We hope you will contribute!

FISCAL/ERP SERVICES: QUESTION:

How can I research eFinancePLUS answers on my own before contacting my ITC?

ANSWER:

eFinancePlus (eFP) offers numerous resources to get help with questions. Within the eFP software, under main menu > eForms & Tools > Tools > e-Learning, there are numerous training videos. These videos range from System Administration, to Human Resources – Payroll, to Fund Accounting – Accounts Payable, and everything in between. The Connect website also houses various helpful documents that can be tools in finding answers to questions. The Connect staff are here to help you whether you need help with a direct question or just to point you in the right direction to find helpful guidance.

QUESTION:

In Munis, how can I remove a hold on requisitions that another user created?

ANSWER:

In the system administration section of Munis, there is a program called Pending Actions (Administration Mode). This program gives users the ability to remove the “hold” on a requisition that they did not enter by updating the “hold” record and removing the hold.

FISCAL/STATE SOFTWARE SERVICES: QUESTION:

How can a check from a prior fiscal year be voided?

ANSWER:

A check from a prior fiscal year should never be voided. Instead, the check should be reconciled (as if it has cleared the bank), and the money receipted into the fund used for the expenditure using a 5300 receipt code, “refund of a prior year’s expenditure”. If you need to re-issue the check, do a refund of receipt (with check) from the 5300 receipt account. Note: There may be a potential problem with the above procedure. By reconciling the check, the YTD figure for 1099 purposes (if applicable) has not been reduced, and may cause problems at the end of the year if the person voiding does not make adjustments via USASWEB/Vendors.

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LIBRARY: QUESTION:

My teachers are looking for the latest ways to use digital resources in their classrooms, does Connect/ INFOhio have a resource for that?

ANSWER:

Have your staff taken a look at INFOhio’s ‘Success in Six’? This is a self-paced online learning program (with Continuing Education College credit available). The program contains six modules that provide an overview to bring your educators up to speed on topics such as: learning to search and research effectively, engaging students with reading resources, developing career ready students, high quality STEAM resources, differentiation tools, and free content for Google Classroom. For more information about INFOhio’s Success in Six, please visit the INFOhio website at: https://success.infohio.org/

QUESTION:

Should we keep the Missing/Lost items from our Inventory we recently performed?

ANSWER:

We recommend keeping the Missing/Lost items in your database until the end of the school year or before you begin your next Inventory. The items are shadowed in your catalog so there is no need to worry about students seeing the titles appear in their search results. We all know that items have a way of making it back to your library once lockers have been cleaned out, Mom’s minivan gets a thorough sweeping under the seats, and backpacks are finally emptied. It is much easier to give yourself ample time to check in these returning items than have to re-catalog them.

MANAGED SERVICES: QUESTION:

We are often asked “what’s the difference between a virus and malware?”

ANSWER:

That’s a great question because you hear both terms used by many people. Malware is any kind of malicious software that has been designed to do something bad to a machine. A virus is a specific type of malware that self replicates itself by inserting code into other programs. Viruses have been around since the beginning of the commercial internet. Malware is more common today with adware, spyware, and ransomeware being the most common types of infections. It is very important that your endpoint security product contain both an antivirus engineer and an anti-malware engine in order to have full protection. Ask us today how we can help you with your endpoint security needs!

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ASK CONNECT Questions & Answers STUDENT: QUESTION:

I have students who have met the requirements for biliteracy. How can I display the seal on their transcripts?

ANSWER:

Connect produced a transcript that displays the student’s biliteracy message on the transcript if the student has at least one Proficient Foreign Language on the student’s profile FN-graduate tab. The official biliteracy seal will automatically display for students who have achieved biliteracy status, along with the official message. Students without this status will not show a message or the seal on their transcript. If you would like this added to one of your R702 transcript formatters in StudentInformation contact student services at student-cherwell@ohconnect.org. Click here for more information on the biliteracy seal.

QUESTION:

I have a PowerSchool export template that includes student schedule data. How can I combine fields like the course name and section number in a single column instead of two separate columns? I also need to update a template that pulls the student’s mailing address field to pull from the newer PowerSchool contacts data field.

ANSWER:

In your student scheduling export template, you can enter this for the ‘data to export’ field: ^([2]course_name) ^(section_number) You should be able to put something between the two like a hyphen or period if you need to. As for pulling the student’s mailing address from the new PowerSchool 12/19 Contacts area, you can use a data tag that will pull the student’s first contact Street field that is flagged as ‘lives with’. Here is an example that will pull the street address: ^(*contact_info;flags=lives-with;max-pers=1;which-pers=1;cat=addr;val=street;). The new contact DAT codes can be quite cumbersome. Use the latest DAT Builder plugin to assist you in building other data tags to pull Contacts data. The builder is located under School (or District) > Contact DAT Builder.

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TECHNOLOGY - SYSTEMS: QUESTION:

We need to deploy a new server but do not want to have to buy and manage the hardware and networking. Is there something Connect can do to help?

ANSWER:

In many cases, Connect may have the ability to host the specific application your district needs to run for you. This may include deploying one or many individual servers for you in our virtual environment.

TECHNOLOGY - NETWORK: QUESTION:

Does Connect charge for public IP addresses and how do I request one?

ANSWER:

Connect does not charge for public addresses, but the school must provide information on why it is needed. To request a static public IP address, please create a Cherwell ticket or complete the static IP form that is available on the forms page of our website. http://www.ohconnect.org/forms/

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Build a Better Question The questions below are intended as a guide to help customers identify the types of symptoms to provide to Connect so that we can properly diagnose and quickly resolve your problem. This is not a comprehensive list and customers do not need to supply all of this information when reporting an issue.

Define the issue in detail WHAT isn't working?

HOW isn't it working?

What software/application are you working in? What program/module within the above application? What were you trying to accomplish?

How is the outcome different from what was expected? Are you getting an error message? Is there no error message, but the process doesn’t appear to be completing successfully?

What are the SPECIFICS?

What are your EXPECTATIONS?

Provide specific examples, including applicable screen shots. Provide any steps you took and indicate if the issue can be replicated consistently using those steps.

Outside of answering the question or addressing the issue, is there something specific you need us to do? If there is a specific action you do or do not want Connect to take, communicate that clearly.

Identify the scope and frequency Is the problem isolated to a specific function or functions? Does the problem occur every time you attempt that function? Or, is the problem intermittent? If so, can you identify any kind of pattern as to when it occurs?

Have you had this problem before? If so, when and under what circumstance? Have you ever been able to do what you are trying to do? (In other words, was the process/function previously working for you or is this something you have not ever tried before?)

Identify the extent Is the problem occurring on/for: one computer/individual only? all computers/all individuals at one building? all computers/all individuals at the district? only individuals with [this type] of software access/permission?

How is this problem having an impact upon: you? your team/department? your students? your extended educational community?

Other information Other information helpful for troubleshooting or self-diagnosis: Are there any local network issues at the district that might be contributing to the issue? If the function worked previously, did anything change recently that might have had an effect? (Any changes to your system, device, network, or user account?) If the solution is web-based, does it work in one browser but not another? Have you tried a different computer? Have you tried to close out of the program and log back in to see if that resolves the issue? Have you tried to shut down your device and then restart to see if that resolves the issue?

See examples on next page.

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STAFF PICKS LORI SLINGERLAND - FATHOM EVENTS: I am a huge fan of classic movies, are you? Ever want to experience some of those films on the big screen? Then look no further than Fathom Events to see some of your favorite films. Here is a sneak peek at some of the upcoming films: The Shawshank Redemption, Alien, The Godfather Part II, When Harry Met Sally, just to name a few. For more information and to locate a theatre near you, visit the Fathom Events website, at: https://www.fathomevents. com/ Explore the Fathom Events website for other event offerings.

JOSH PEASE METROPOLITAN COFFEE:

Metropolitan Coffee, located at 4744 Broadview Rd in Old Brooklyn is a great coffee shop with delicious coffee, tea, scones, muffins and other pastries made entirely of nut-free foods. Rising Star Coffee Roasters is their primary bean supplier, but they also host other local roasters from time to time. Stop in and see what they have to offer.

AMY WESLEY - WHERE’D YOU GO, BERNADETTE:

I just read a good book, ‘Where’d You Go, Bernadette’ by Marie Semple. It is narrated by the daughter, Bee, and is written by using a lot of documents, ie. e-mails, letters, magazine articles. It keeps your attention and is an easy read. I read the book in three days...perfect for a rainy Saturday curled up on the couch...and soon to be released as a movie.

MATTHEW GREGORY - MANAKIKI GOLF COURSE: Manakiki Golf Course: Manakiki Golf Course is a great golf course that used to be owned by the Hanna Family (Howard Hanna). It is a very hilly, long, and difficult golf course. Give me a call if you would like to go play sometime! https://www. clevelandmetroparks.com/golf/ courses/manakiki-golf-course

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MEETING ROOMS AVAILABLE Are you having a large meeting or retreat for your staff and need a room that can accommodate your group? Are you tired of meeting in a cafeteria or gym? Do you want to meet offsite so staff stay present and don’t disappear back to their office? Do you need an affordable solution?

Worried about contingency planning? If you are a Member district, facilities are available free of charge in the event of a disaster, local network outage, or other business disruption.

We may have a space for you!

To check the availability of a room please contact:

Connect has meeting rooms at both our East and West locations that are available for rent at reasonable rates that will fit your budget. Our facilities are open from 8:00 am – 4:30 pm with rental costs of $100 for a half day or $150 for a full day. At West, we can accommodate up to 32 people. At East, we can accommodate up to 56. See the table below for room details.

East Rooms – Diane Koski at diane.koski@ ohconnect.org or 216-520-6900 ext. 5233 West Rooms – Linda Moore at linda.moore@ ohconnect.org or 216-520-6900 ext. 5169

*Shared resources available at East facility for use in any East room upon request: • 1 Computer Microphone • 1 Polycom • 1 Whiteboard • 1 TV/VHS/DVD • 20 Laptops

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Follow us on social media! @ConnectOH

@Connect_OH

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A Strong Alliance to Serve our Members ESC of Northeast Ohio Providing support and leadership that enables local schools, ESC of Lorain County agencies, governments, and communities to achieve their ESC of Medina County objectives through innovative and cost-effective Ohio Schools Council shared technology solutions. Connect There is no wrong door Increased strength • Unwavering service to enter when you need Reduced costs • Effective & Efficient Information service! Technology • Greatest educational experience possible for your students

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A Strong Alliance to Serve our Members ESC of Northeast Ohio ESC of Lorain County ESC of Medina County Ohio Schools Council

There is no wrong door to enter when you need service! 5700 West Canal Road Valley View, OH 44125 216.520.6900 1885 Lake Avenue Elyria, OH 44035 440.324.3185 www.ohconnect.org

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C NNECT Connecting you with Technology

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Connect's INFORM Fall 2019 Issue  

INFORM is the digital magazine of Connect.

Connect's INFORM Fall 2019 Issue  

INFORM is the digital magazine of Connect.

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