ADE Director's Communication Memo Form

Memo Number : DIR-99-023

Date Created : 03/26/1999


Co-op Directors

Type of Memo: Informational
Response Required: Yes
Section:   Central Administration - Mr. Raymond Simon
System-Wide Conversion Upgrade

Regulatory Authority:

Contact Person:
Kalthleen Crain

Phone Number:


In order to accomplish the system-wide software conversion upgrade, it will be necessary to completely shut down the APSCN system for three weekends in April. The 3.0 Financial Software Update distribution is scheduled to begin the first weekend in April as follows:

April 3-4: APSERV4 and APSERV5 (DM, SE, SC, CR, and OZ Co-ops)

April 10-11: APSERV1 and APSERV3 (DW, NC, SW, NW, and NE Co-ops)

April 17-18: APSERV2 and Megacoop (AF, GR, AR, WM, and WE Co-ops)

Access to the system for ALL USERS (student and finance) will be denied all three of these weekends. Although this update does not affect the student software, it is necessary to restrict all users due to the length of time it takes to convert the databases. Any users on the system could slow the process to a point of being unable to complete the conversion before each Monday morning.

Users MUST have completed all processes by the end of the day on the Friday before your scheduled conversion. No process can be left "hanging" to be completed in the 3.0 updated software which was begun in the 2.4.1 version. (examples: no batches unposted, no payrolls incomplete or interfaces unposted, nothing in cash requirements, etc.) You will be allowed access to the system until backup time (11:00 p.m.) on Friday night of the conversions.

APSCN staff recommends:

(1) Run at least a Board Report, check ledger balances, and a consolidated balance sheet. (You may want to run balance sheets by fund also.)

(2) Run report from human resources either the Calendar YTD Report and/or the Employee Check History Report under the User Defined Reports at the end of the day on Friday your conversion is to be done.

(3) When you return to work Monday morning, rerun all the same reports before doing any work to make sure all totals are the same on both reports.


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