Texas Skyward User Group Conference Managing Scheduled Tasks Brian Gaines

Transcription

1 Texas Skyward User Group Conference Managing Scheduled Tasks Brian Gaines

2 Managing Scheduled Tasks This session will assist users in setting up and managing Scheduled Tasks. You can schedule reports and/or utilities to run on a daily and/or weekly basis to be waiting in your print queue. We will review steps Fort Bend ISD has taken to keep the Scheduled Tasks organized.

3 Managing Scheduled Tasks What are Scheduled Tasks? Who can setup Schedule Tasks? How do I work with Scheduled Tasks and Monitor Tasks? How do I monitor and keep up with the maintenance of Scheduled Tasks?

4 What are Scheduled Tasks? Scheduled Tasks are reports, processes or utilities that have a schedule attached to them. An example of a schedule report is the Unrecorded Class Attendance report showing which teachers did not take attendance. An example of a scheduled process is the Print Queue Maintenance which runs nightly. An example of a scheduled utility is Gradebook Tracker Utility which runs nightly.

5 What are Scheduled Tasks? Product Setup(PS) / System Administration(SA) / District Print Queue(PQ) / Scheduled Tasks(ST) Scheduled Tasks can be scheduled to run once a week, twice a week or daily and are set to run during specific date ranges.

6 What are Scheduled Tasks? Expand the report to see more details.

7 Who can setup Scheduled Tasks? To assign security to allow users to schedule tasks, go to: Product Setup (PS) / System Administration (SA) / District Print Queue (PQ) / Report Configuration (RC) There is a Scheduled Tasks area where you can allow all users to schedule tasks.

8 How do I work with Scheduled Tasks? To schedule a task in Skyward, you must first run the process, utility or report so that it is in your Print Queue. From your Print Queue, highlight the item and click TASKS on the right-hand side. Click on SCHEDULE THIS when the Tasks box opens.

9 How do I work with Scheduled Tasks? Complete the template being careful to pay attention to dates and start times.

10 How do I work with Monitor Tasks? For a monitor task in Skyward, you must first run the process, utility or report so that it is in your Print Queue. A monitor task will allow you to schedule the task multiple times a day. From your Print Queue, highlight the item and click TASKS on the right-hand side. Click on MONITOR THIS when the Tasks box opens.

11 How do I work with Monitor Tasks? Co mplete the template being careful to pay attention to dates, start times, and Frequency. With a monitor task, be mindful of run times so you do not overlap.

12 How do I work with Scheduled Tasks? Template Continued If you activate Task Manager, when the task is completed, you will see it on your Skyward home page in the Skyport Notification Widget.

13 How do I monitor and keep up with the maintenance of Scheduled Tasks? Use filters to monitor scheduled tasks.

14 How do I monitor and keep up with the maintenance of Scheduled Tasks? Also available are the Quick Filter and Excel Options.

15 How do I monitor and keep up with the maintenance of Scheduled Tasks? You can monitor scheduled tasks by using a graph.

16 How do I monitor and keep up with the maintenance of Scheduled Tasks? The graph can be exported to Excel.

17 How do I monitor and keep up with the maintenance of Scheduled Tasks? Scheduled Tasks can be Paused and Resumed. You can also assign a Blackout for Scheduled Tasks.

18 How do I monitor and keep up with the maintenance of Scheduled Tasks? Things to keep in mind. Keep parameters synchronized with associated template Start time of 2:00 AM End date of year days a week Year ranges inside template Last opened (district print queue)

19 How do I monitor and keep up with the maintenance of Scheduled Tasks? District Print Queue Has the user opened the scheduled report? Is the report running correctly?

20 How do I monitor and keep up with the maintenance of Scheduled Tasks? Yearly Processes Delete Scheduled Tasks that either have not been opened for several days or are not generating any output. Delete Scheduled Tasks for user no longer in the District. Delete Scheduled Tasks for user if changed job role and tasks are running for previous job role. Monitor the number of Scheduled Tasks per time of day/night and adjust where needed to keep the system from being overloaded. Adjust user stop dates to a date shortly after school is out. Delete school year specific tasks at year end. Keep a run book of major tasks that run during the day/night for a quick reference.

21 Managing Scheduled Tasks Brian R. Gaines Student Information Systems Fort Bend ISD

22 End of presentation Extra space for other notes

23 Texas Skyward User Group Conference THANK YOU FOR ATTENDING!