SSAS Migration Comparison - List Task List 1 of 4 BAC Schema Checklist - Secondary Task No Task Purpose Priority To be completed Supporting Documentation Date Completed (Initials – BCE & School) 1 Ensure student, and related persons data has migrated correctly from Maze Check any students that may have arrived or exited at the school since migration are in eMinerva. Cross check eMinerva class lists against Maze class lists. Ensure accuracy of records in eMinerva. P1 As soon as BCE comparison report is received following migration. Data Migration Comparison Report - Citrix Maze Reports XXX0001B Current Students Per Year XXX0002B Future Students Per Tag XXX0003B Current Class List XXX0004B Current PCG List XXX0006B of Current ESL Students XXX0007B of Current ATSI Students XXX0009B of Current Students & Religion
PAR Schema Checklist – Primary Task No Task Purpose Priority To be completed Supporting Documentation Date Completed (Initials BCE & School) 2 Ensure student, class and related persons data has migrated correctly from Maze. Check any students that may have arrived or exited at the school since migration are in eMinerva. Cross check eMinerva class lists against Maze class lists. Ensure accuracy of records in eMinerva. P1 As soon as BCE comparison report is received following migration. Data Migration Comparison Report - Citrix Maze Reports XXX0001 Current Students Per Year XXX0002 Future Students Per Tag XXX0003 Current List XXX005 Current Family Student Listing XXX0006 Count of Current ESL Students XXX0007 Count of Current ATSI Students XXX0009 of Current Students & Religion SSAS Post Migration – Priority 1 Tasks Task List 2 of 4
Task No Task Purpose Data Notes Section Priority Timeframe for completion Supporting Documentation Date Completed (Initials – BCE & School) 3 Change any ‘undetermined’ relationships between student and related persons to reflect actual relationship that exists All persons entered into eMinerva must have a relationship to the student. If certain relationships are incorrect they may affect fee generation. 8.1 8.4 P1 Required for fee generation. Data Review Report – Citrix Undetermined Relationships 4 - Ensure all Related Persons have a Gender - Ensure all title fields (Mr, Mrs) are complete and reflect the correct title. In some instances during migration, it was impossible to determine the Gender of a person. These need to be rectified to allow these records to correctly save and determine relationships in eMinerva. Title required for each Legal Guardian / Caregiver for correspondence. 8.4 P1 As soon as required by school. Prior to any data export requiring use of title. Data Review Report - Citrix Missing Gender Data Review Report - Citrix Blank RP Title eMinerva Report BCE Mail Merge Reports 5 -Check and amend ‘Emergency Contact Details and Sequences’ as required based on the knowledge of parent / caregiver requirements. -Amend any “Main Contact” allocations (as required) based on local school knowledge of parent/caregiver requirements. Emergency Contacts were migrated; however, some details may have migrated incorrectly. eMinerva requires a correct sequence of emergency contacts in the of a Legal Guardian/ Caregiver needing to be contacted in an emergency. eMinerva requires a main contact to be nominated. Advise staff that the PG1 is the main contact from ‘Migration’. Amend where required. 8.4 P1 As soon as required by school. Data Review Report - Citrix with Spaces Non-migrated Emergency Contact Emergency Sequence Maze Reports PAR: DFR2320 BAC: DFR2320B Family Listing – Emergency Contact (a) PAR: DFR2321 BAC: DFR2321B Family Listing – Emergency Contact (b) eMinerva Report BCE Student Relationship Contact Details
9 students’ medication information Medication information migrates into the medical Tab in eMinerva. This is required to be separated out into Medical and Medication tabs. 8.8 9.2 P1 As medication data is required by the school. Date: Maze Reports PAR: STR0141 BAC: STR0141B School List – Student Name – Medical – Memo BAC: STR0142B School List – Student Name – Medical Alert and Medication 10 Ensure any student medical records that were not migrated are entered in eMinerva To review and, enter in eMinerva as necessary, any potential student medical alert records that were not migrated. 8.8 9.2 P1 As medical data is required by the school. Data Review Report – Citrix Medical 11 Ensure all legal alerts are correct in student record. If necessary, add an alternative address for the student whereby there is shared custody. Ensure accuracy of records in eMinerva. 9.1 P1 As legal data is required by the school. Appendix 2 Maze Reports PAR: STR0150 BAC: STR0150B School List – Student Name – Access Alert 12 the teachers have been entered into the sessions based on school timetable requirements. (Primary) Required for marking of attendance (Primary). Activates students into eMinerva. Liaise with Michael Kurylewski for Primary Timetables. 8.11 P1 Required to record attendance and active current enrolments. School staff listing; class year level listing and school timetable.
BCE Student Listing of Students and Siblings 19 Ensure legal and preferred surnames are stored in the correct field. (Students and Related Persons) Ensure legal and preferred surnames are placed in the correct field in eMinerva. 8.1 P2 to any data export requiring use of preferred surname. Data Review Report- Citrix Differing Surnames eMinerva Report BCE Student Preferred and Names Different 20 -Students with ‘Invalid Country Code Previously Recorded’ should be reviewed and country code entered where possible. -Related persons with ‘Invalid Country Code’ Previously Recorded’ should be reviewed and country code entered where possible. Ensure accuracy of records in eMinerva 8.2 8.4 P2 Required for fee generation. Data Review Report - Citrix Invalid Country of Birth, Invalid Country of Citizenship 21 Ensure all international students have citizenship recorded. Ensure accuracy of records in eMinerva. 8.13 P2 Required for fee generation. Data Review Report - Citrix Not Stated Citizenship or Birth Country eMinerva Report BCE Student Listing with Visa Information 22 Ensure any Visa Number that is Ensure accuracy of records in eMinerva and fee type allocation. 8.13 P2 Required for fee generation. Data Review Report - Citrix Invalid Visa Numbers
24 Review and any Part time students that have migrated with an FTE of less than 1. Ensure accuracy of records in eMinerva. 8.13 P2 Required for fee generation. Maze Reports PAR – DFR7503 BAC - DFR7503 (B) Student List Part Time Students SSAS Post Migration – Priority 3 Tasks Task List 4 of 4 Task No Task Purpose Data Section Priority Timeframe for completion Supporting Documentation Date Completed (Initials – BCE & School) 25 Students with ‘Evidence of Identity Ensure accuracy of records in eMinerva 8.1 P3 At school’s discretion. Data Review Report - Citrix
Not Yet Supplied’ should be reviewed to determine if evidence does Evidence of identity not yet supplied 26 Correct any family surnames that have not migrated with correct title case within the spelling of Surnames. Mail Salutations also need to be edited each ‘Legal Guardian /Caregiver’ and for every address type listed (e.g. Residential, Postal and Billing). Ensure accuracy of records in eMinerva. Example – the surname McDonald is likely to migrate as Mcdonald. Check and amend based on local school knowledge of surnames. (Mcs, Macs, van Der, etc) - P3 Required to ensure validity of records. Data Review Report - Citrix Names with Spaces eMinerva Report BCE Student Relationship Contact Details 27 Review media consent permission that has been migrated as “Not Yet Provided” Ensure accuracy of records in eMinerva. Review students whereby permission for consent is not granted. Populate other permission areas based on collected data 8.1 P3 At school’s discretion. Data Review Report - Citrix Media Consent Not Yet Provided Maze Report PAR: STR0101 School List – Students with Media Consent PAR: STR 0100 School List – Students without Media Consent eMinerva Report BCE Student Listing with Permission Information Task No Task Purpose Data Notes Section Priority Timeframe for completion Supporting Documentation Date Completed (Initials – BCE & School) 28 Correct any addresses that have migrated from Maze Ensure that all addresses are correct. 8.6 P3 At school’s discretion. Data Review Report - Citrix Non-Verified Addresses verified
29 Ensure the email addresses that were not validated within Maze are and entered correctly. Email addresses were checked during migration for their validity; some email addresses did not validate and require to be verified. 8.7 P3 At school’s discretion. Data Review Report - Citrix Invalid Email Addresses eMinerva Report BCE Report for Communication Email Details 30 Enter any future enrolments in eMinerva that had not been entered in Maze prior to migration. Ensure all future enrolments are recorded in eMinerva. 8.3 P3 At school’s discretion. School enrolment Maze Report STR0004(B) STR0005(B) School List – Future enrolments: Alpha eMinerva Report BCE Student Listing of Students and Siblings 31 Check Intended Enrolments have migrated into eMinerva. - Ensure all intended enrolments are recorded in correctly in eMinerva. - Cross check the recommended year level for all future enrolments. Run eMinerva report: Student Enrolment Listing. - Create Intended Enrolments (IE’s) to Accepted Enrolments (AE’s) for all students for the following year. -‘Update enrolment information’ (through Bulk Management) to ensure all students have their current House added to the following years accepted enrolment. 8.3 P3 Required for information regarding the status of enrolments. School enrolment forms and knowledge Maze Report (as eMinerva Report BCE Student Listing of Future Enrolments eMinerva report: Student Enrolment Listing. eMinerva Report BCE Student Listing Alphabetical Report (Add filter – House) 32 Schools can enter the parish of baptism in eMinerva for those students who are Catholic and for whom To ensure completeness of student records. 8.9 P3 At school’s discretion. eMinerva Report BCE Student Listing with Sacramental Information