Scheduled Jobs

The Scheduled Jobs screen displays created jobs, contains the ability to export and import jobs, and allows users to create new scheduled jobs. Once the jobs have run, users can view the Execution History for a history of all processed scheduled jobs.

Reviewing Scheduled Jobs

1. In the Setup menu, click Scheduled Jobs.

Scheduled Jobs

2. The Scheduled Jobs screen defaults to the Jobs tab.

Scheduled Jobs

There are three types of jobs that appear on the Scheduled Jobs screen:

1. Integrations scheduled via the Managed Integrations Screens

2. Scheduled Imports setup via the Importer or Import Tools

3. Focus built-in Scheduled Jobs

All created, import, and export Jobs are listed on the Jobs tab.

The Job Title, the Job Time (the time the job runs), the Priority, the Weekdays (the days the job runs), the Start Date and End Date (if the job is set to run over a specific time period), and the Class are listed for each scheduled job.

3. Click Edit to edit an existing scheduled job. For more information on editing scheduled jobs, see Editing Scheduled Jobs.

Scheduled Jobs

4. Click the delete button (black minus sign) to delete a scheduled job.

Scheduled Jobs

If any of the scheduled jobs are highlighted in red, there is an error with the job because it does not exist anymore.

For detailed information about each of the scheduled jobs, see Scheduled Jobs Explained.

5. Click the Execution History tab for detailed data pertaining to scheduled jobs that have already taken place.

Scheduled Jobs

The Execution History tab displays the Time the job ran, the title of the Job, the Duration (how long it took for the job to be completed), the Success status, and a View Output link for the results of the job.

6. Define a date range via the From and To text boxes to pull execution history records. Once entered, click Search.

7. To review the results of the job performed, click View.

Scheduled Jobs

8. The screen defaults to the Show as HTML tab; therefore, the output will display as HTML. See the image below for an example of the Florida DOE Extracts and Verification Reports output.

Scheduled Jobs

9. To view the output as text, click the Show as text tab.

Scheduled Jobs

10. Upon completing your review of the scheduled job output, click Back to list to return to the Execution History tab.

Scheduled Jobs
Editing Scheduled Jobs

Profiles with View only permissions (Users > Profiles > Setup tab) have access to Jobs and Execution History, but are not able to Edit or Create Scheduled Jobs.

1. In the Setup menu, click Scheduled Jobs.

2. Click the Jobs tab to view created or imported jobs.

Scheduled Jobs

There are three types of jobs that appear on the Scheduled Jobs screen:

1. Integrations scheduled via the Managed Integrations Screens

2. Scheduled Imports setup via the Importer or Import Tools

3. Focus built-in Scheduled Jobs

4. Click Edit to edit an existing scheduled job.

Scheduled Jobs

5. Here you can edit the Run Time via the corresponding pull-downs.

Scheduled Jobs

6. Enter the Scheduled Timeframe Start Time and End Time to designate a time frame for which the job can be run.

Scheduled Jobs

7. To edit the Weekdays the job runs, clear the check box next to the day if already selected. To select a specific day that hasn't already been selected, click the check box next to the desired day.

8. Scheduled Jobs default to Priority number 500; however, you can change the Priority by entering the number in the text box provided. Scheduled Jobs priority is in descending order; therefore, a job with a priority of 500 would run before a job with a priority of 1.

9. To determine how long the scheduled job’s history is stored on the Execution History tab, select the applicable length of time from the Store Execution History pull-down.

10. Enter a Start Date to determine when the job should start.

Scheduled Jobs

11. The End Date is also available on all scheduled jobs. If the scheduled job is needed over a specific period of time and should end on a certain date, enter the date in provided text box.

Scheduled Jobs

12. To send the results of a scheduled job to a specific person via email, enter the E-mail address in the provided text box. Note: You have the option to enter multiple email addresses here as long as the email addresses are separated by a comma, as shown in the image.

Scheduled Jobs

When the Scheduled Job email unsuccessful notifications ONLY setting is enabled, Focus will only send email notifications regarding scheduled jobs if the job was unsuccessful. This setting is enabled via Setup > System Preferences > Default School Preferences > General.

The user’s username and the user’s IP address will display in the execution email. If the job ran at its scheduled time, the email will display: Scheduled; otherwise, the time displays. If the job ran while the user was logged out of the system, only the IP address will display in the email.

Depending on the type of scheduled job, different fields may display. For example, the Rollover scheduled job includes fields for Enrollment date and Enrollment code. Enter and/or edit necessary fields as needed.

Scheduled Jobs

13. When your review is complete, click Back to return to the Jobs tab without saving changes. However, if changes have been made, click Save. Once data has been saved, Focus will navigate back to the Jobs tab automatically.

Scheduled Jobs
Creating Scheduled Jobs

Profiles with View only permissions (Users > Profiles > Setup tab) have access to Jobs and Execution History, but are not able to Edit or Create Scheduled Jobs.

1. In the Setup menu, click Scheduled Jobs.

2. Select the scheduled job you need to create from the pull-down.

Scheduled Jobs

There are three types of jobs that appear on the Scheduled Jobs screen:

1. Integrations scheduled via the Managed Integrations Screens

2. Scheduled Imports setup via the Importer or Import Tools

3. Focus built-in Scheduled Jobs

3. Click Create Job.

The options for the scheduled job to be created are based on the built in jobs displayed in the pull-down and on the Jobs tab.

Clicking Create Job navigates to a new screen where the specifics of the job can be entered and/or selected.

Scheduled Jobs

Depending on the type of scheduled job, different fields may display. For example, the Rollover scheduled job includes fields for Enrollment date and Enrollment code. Enter and/or edit necessary fields as needed.

Scheduled Jobs

4. Select a Run Time from the provided pull-down. The hour, minutes, and AM/PM each have a separate pull-down.

Scheduled Jobs

5. Enter the Scheduled Timeframe Start Time and End Time to designate a time frame for which the job can be run.

6. Select the Weekdays that the job should run. To select a specific day, click the check box next to the desired day.

Scheduled Jobs

7. Scheduled Jobs default to Priority number 500. Higher numbers indicate higher priority, determining the execution order for simultaneous jobs. Click and edit the number as needed using the provided text box.

8. To determine how long the scheduled job’s history is stored on the Execution History tab, select the applicable length of time from the Store Execution History pull-down.

9. Enter a Start Date to determine when the job should start.

Scheduled Jobs

10. The End Date is also available on all scheduled jobs. If the scheduled job is needed over a specific period of time and should end on a certain date, enter the date in provided text box.

11. To send the results of a scheduled job to a specific person via email, enter the E-mail address in the provided text box. Note: You have the option to enter multiple email addresses here as long as the email addresses are separated by a comma, as shown in the image.

Scheduled Jobs

When the Scheduled Job email unsuccessful notifications ONLY setting is enabled, Focus will only send email notifications regarding scheduled jobs if the job was unsuccessful. This setting is enabled via Setup > System Preferences > Default School Preferences > General.

12. If you do not want to save the created scheduled job, click the Back button to return to the Jobs tab. However, if you would like to complete the creation of your scheduled job, click the Save button. Once data has been saved, Focus will navigate back to the Jobs tab automatically.

Scheduled Jobs

For detailed information about each of the scheduled jobs, see Scheduled Jobs Explained.

Built-In Scheduled Jobs Explained

There are three types of jobs that appear on the Scheduled Jobs screen:

1. Integrations scheduled via the Managed Integrations Screens

2. Scheduled Imports setup via the Importer or Import Tools

3. Focus built-in Scheduled Jobs

Acelo Integration: This job is an integration that exports a district's' financial transactions to their internal accounts software.

Address Corrections: Replaces any compass directions and street suffixes in student addresses with the abbreviations. The job will also correct any leading or trailing spaces in the various student address fields. Recommended only if running Parse Address Job.

Alert when existing MTSS students enroll (SSS): This job will create a Portal alert when a student with inactive MTSS events enrolls in a new school (student has been dropped from their current school, and has an enrollment date and code entered for a new school). An "SSS event alert" will display for the profile defined in the "MTSS enrollment alert profile" setting in SSS > General. Clicking the Portal alert will open the Alerts screen, which will indicate that the student has inactive MTSS events for review.

Assign LCPs (AE Schools with FPS): Focus has the ability to automatically assign LCPs based on the past six months of test history for the TABE (Test of Adult Basic Education) or CASAS (Comprehensive Adult Student Assessment System (CLW and CAG)) and the Appendix R of the DOE WDIS Handbook. This Scheduled Job assigns LCPs by looking at the Initial and Final Adult Functioning Level with students of cost codes in the 400s (AGE-Adult General Education/GED). There are two parts to automatically assigning LCPs. When the job is run, the initial value is reset to the correct value and the LCPs are recalculated. This job also incorporates the FLTESTID process, updates the AEFL score type value for the tests used in the job, and updates the schedule fields Adult Educational Functioning Level Subject Area, Pre-Test ID, and Post-Test ID (1-3). See the Florida Test ID Assignment scheduled job for more information. Note: This job does not run for previous school years.

Select the Remove Invalid Test ID's From Schedules check box to remove invalid test IDs from students schedules, ensuring compliance with the 2023-24 Adult General Education Program Appendix R. This functionality is specifically available for Florida Postsecondary customers.

Note: If the "Exclude From LCP Job" check box is selected on students' schedules, no updates are made to the applicable students' schedule records when this scheduled job is run. (This is functionality is only applicable to Florida post secondary schools.)

  • Upon creating the scheduled job, select a "School Year" from the provided pull-down to influence the job's execution year.
  • When a student completes the CAG test for Reading rather than the TAB test, this scheduled job uses the results of the CAG test to update the relevant flags on schedule records for GED Prep courses. This ensures accurate and appropriate course assignment based on the specific test completed by the student.
  • All test IDs are processed as long as the first 3 characters match one of the following tests: CAG, CAS, CLW, or TAB, such as CAG1 and CAG2.
  • For program 9900040, if their CASAS score is greater than or equal to 236 on Reading or greater than or equal to 228 on Reading, Focus set the students Functional Level to 8 instead of 6+ per Appendix R.
  • For program 9900050, if their CASAS score is greater than or equal to 236 on Reading or greater than or equal to 228 on Reading, Focus sets the students Functional Level to G instead of E+ per Appendix R.
  • Score ranges and functional levels are registered under CASAS for program 9900130, not just TABE per Appendix R.

This scheduled job is dependent on the two system preferences:

  • Assign Functioning Levels CASAS: Select the amount of time a CASAS test record is considered valid when running the Assign LCPs scheduled job. Options are 6 months, 1 year, and 2 years.
  • Assign Functioning Levels TABE: Select the amount of time a TABE test record is considered valid when running the Assign LCPs scheduled job. Options are 6 months, 1 year, and 2 years.

Attendance Daily Triggers: Queues up attendance letters based on attendance triggers; can be daily or period alerts. Letters can be triggered by period or daily attendance, but letters are generated daily.

Attendance Scanner Absences (FPS): Enters absence records for all of the students in classes who use the attendance scanner. The records are updated with present records as the students log in. The scheduled job includes a School Year option in order for users to select the school year for which the job should run. The School Year defaults to default school year set in System Preferences. Requires the additional purchase of the Attendance Scanner CTE Add on Feature.

Attendance SMS: This job sends text messages to parents/guardians for students who match the attendance codes selected from the Attendance Mobile Alert pull-down selected via Setup > System Preferences > School Preferences/Default School Preferences > Attendance tab.

Attendance Summary Calculation: This job calculates a summary of the attendance_day and populates the following student enrollment fields: Days Enrolled, Days Present, Days Excused, and Days Unexcused.

Attendance Thresholds: This job refers to the attendance threshold rules that are set up in the Attendance Setup screen; the job will review attendance entered for students, and add detentions based on the attendance threshold rules. The detentions are added to the Detention List. This job also will generate communications based on the Communication Template selected on attendance threshold rules.  

Attended Hours (FPS): Updates ATTENDED_HOURS value to the number of hours that the student attended on each section he/she is enrolled.

Automated Emails: Sends out the emails associated with the Automated Cron Messages functionality located under the Setup Menu. Upon creating this job, users have the option to mark the job as failed when there is an error on one or more emails by selecting the "Mark job as failed when errors" check box.

Automatic Application of District Template Fees (FPS): If the school builds a new program after fee templates have been pushed out, the Scheduled Job will automatically assign the fee template.

Automatic Billing Invoices: This job generates Automated Billing Invoices (ABIs), which are POS Invoices that are created by setting up records in the Automatic Invoices module. When the scheduled job runs it will pull students that match the "Student Search Terms" on the automatic invoices screen, and if the student has not been invoiced for the interval set (Annual or Week, for example), an invoice will be created for the student. If the student already has an invoice for the matching interval, that student will be skipped.

Automatic Course Requests: Takes queued records from automatic_course_requests and creates schedule_requests records. Only used if the district uses the ACRs.

Automatic Updates: When configured, the job will update the instance of Focus to the latest revision. For example, if the environment is on revision 11.0.48 and the latest revision is 11.0.50, the job will update the site to 11.0.50. A confirmation email, if configured, will provide you with the results of the update. This job also includes the option called Install latest bug fix release?; When Yes is selected, the Automatic Updates scheduled job will only update to the latest (for example, if there are updates in 11.0.56, it will take those. However, it won't go to 11.0.57+).

Autopay Invoices: This job is responsible for automating the process of charging invoices that have been set up for automatic payment. When this job runs, it identifies invoices that are designated for autopay, typically based on predefined criteria such as products or services included in the invoice or specific fee templates (such as the Product List and Manage Fee Templates). Once identified, the job initiates the payment process for these invoices, ensuring that they are charged automatically according to the established schedule, without requiring manual intervention. Parents/Students are automatically charged when they have saved credit cards in their Wallet. If a card hasn't been saved or is invalid, the payment will not be processed and the outstanding balance will remain on the account. Note: It is recommended to set this job to run nightly to ensure that Auto Pay Invoices are automatically charged.

When an Auto Payment fails, the user's associated Card should be disabled for Auto Pay. This will help to prevent unnecessary retry attempts on invalid cards and help reduce possible charges to Users and the District for failed processing attempts. A secondary step in the Auto Pay Invoices scheduled job disables the Auto Pay check box on Cards that fail to process.

AutoWithdraw (FPS): Automatically withdraws Adult Ed students after set number (5, 6 or 7) of consecutive absences as per state rules.

Basic Skills Assessment (FPS): The job updates basic skills including future schedule records for all FL programs. Note: The math, reading, and language levels are different per program. The job uses CASAS or TABE scores depending on the Check Level on Basic Skills Assessment system preference (Setup > System Preferences > Scheduling) as well as the CASAS, CASAS Goals, and TABE student fields (Students > Student Fields). Basic Skills Job uses TABE Scores only and levels (if System Preference set) for Language, Reading, and Math. Basic Skill Job uses CASAS Goals scores and levels (if System Preference set) for Math and Reading, TABE for Language. Student Field defaults to TABE for all students; the district has to manually update to CASAS when the student’s test changes via Student Info.

Only applicable to postsecondary customers. Exemption H is included in the Basic Skills Assessment job. The Standardized Test must use the short name CJE. The job will not set a new exemption if the student already has one of the following values: 'W,' 'Y,' 'A,' 'B,' 'C,' 'D,' 'F,' and 'H.'

The Basic Skills Assessment job also looks at the following test types: CASAS Levels (CL) and CASAS Goals Form (CF).

Note: The Use TABE language or reading to set Basic Skills setting (enabled via Setup > System Preferences > Default School Preferences > Scheduling tab) allows districts to combine the Math requirement and use the preference to pick Reading or Language from the pull-down in order to satisfy the basic skills requirement. This preference is used in conjunction with Modify Programs where you set TABE minimum scores for Math, Reading, and Language. Running the Basic Skills scheduled job will check the new preference, student's schedule record, and TABE test scores to determine the value to be set on Basic Skills Exam (schedule.custom_31).

Benefits Rates Update (ERP): This job is two parts:

1. Monitors retiree age progression for rate adjustments

2. Monitors change in zip code for rate adjustments

Calculate Adult Fees (FPS): This scheduled job sets the adult fee status first and second on the student schedule record as fees are being deferred in POS.

The scheduled job sets the schedule record to K when the schedule cost reporting code (CRC) is 371 or 372.

Calculate Class Rank and GPA: This scheduled job allows the District to regularly run the Calculate Class Rank and GPAs for Course History. Users can select to Use each Schools System Preference to the Calculate Class Rank and GPA scheduled job, which allows users to set up the scheduled job using the selected school preference (Setup > System Preferences > School Preferences > Grading).

Class Size Averages (Florida State Reporting): This job calculates the average class sizes and populates the FLORIDA_CLASSSIZE_COUNTS table. If the user selects a date rather than selecting the Current Date check box, the user also has the option to Save Separate Records for Given Effective Date in the table.

Communication Email Replies: When the Reply functions are enabled in Communication, Focus allows users to reply to email communication directly from their email. This scheduled job populates users’ inboxes with responses that have been sent directly from emails.

Communication Queue: This jobs tracks and generates emails throughout the SIS and ERP systems. All emailing is centrally tracked and controlled by the running of this scheduled job. This scheduled job will be installed by default, and set to run every 15 minutes. The timing of this job should not be adjusted or the distribution of emails from Focus will be delayed to end-users.

  • All emailing will be tracked in this database table called communication_queue and no longer be tracked in letter_queue_text, as of v.12. Any customer custom report or process that leveraged the letter_queue_text should be updated to reference communication_queue.
  • Customers can insert into the communication_queue via query and the Communication Queue scheduled job will distribute the email the next time it is run.
  • The Communication Queue scheduled job cannot be initiated by clicking the Run Job button through the interface on non-production sites but can be started by leveraging the utility.

This scheduled job also locates all scheduled messages being held in the queue and prepares them to be sent out. This job applies to all scheduled messages created by administrative users and teachers. Scheduled messages will not be sent out without the execution of the Communication Queue scheduled job. Each time the job is set to run, it will send out any messages scheduled for the time at or before the current time of processing. Scheduled messages are held in the Scheduled tab via Students > Communication > Scheduled tab. This scheduled job also sends all Attendance messages set up via Students > Communication > Settings tab > in the Attendance section. Emails are sent out when the message is scheduled; however, calls and text messages still respect the “Do Not Send Calls, SMS Messages or Push Notifications Before This Time” and the “Do Not Send Calls, SMS Messages or Push Notifications After This Time” system preferences set via Setup > System Preferences > Default School Preferences > General. Note: The Communication Queue job replaces the old Phone Communication Processing job present in version 11.

This scheduled job must be run in order to send push notifications.

Communication Status Update: If the phone numbers supplied by recipients is unreachable, there is a form published to that student/parent or user in order to collect their updated contact information. Once completed, the scheduled job collects data regarding the unsuccessful calls and publishes the form completed by the receipts containing updated contact information to the appropriate users. Note: The appropriate forms must be set up via Setup > Application Editor and the forms must be selected in System Preferences > Default School Preferences > General tab from the Call Out System Student Reenrollment Form and Call Out System Parent Reenrollment Form pull-downs.

Note: This scheduled job requires the purchase of the Communication / Call Out System add-on module.

Create Payment Plan Invoices (ERP): This job must be run in order to process the payment plans created via ERP > Accounts Receivable > Point of Sale > Payment Plans tab.

Create Process Assessments (Florida State Reporting): This job runs the current functionality found under Florida Reports > Process Assessments for the FCAT/FSA ELA and EOC Course Assessment Status functions. Users are able to select either FSA ELA or EOC Course Assessment Status. Enabling FSA ELA allows the user to update multiple cohorts. Enabling EOC Course Assessment Status allows the user to set the EOC Exam to process and set EOC Administration Start & End Date fields where the user can enter an Administration Date Range.

CTE Consecutive Absences & CTE Pay Period 2 (FPS): The Pay Period 2 Students and Consecutive Absences scheduled jobs are intended to alert indicated users if a student is nearing the end of their first pay period letting them prepare the second pay if necessary, or if they have been marked absent a specified consecutive number of days. In the Consecutive Absences Alert the User(s) can be specified, as well as what absence Code(s) and # of Days that will trigger the alert. In Pay Period 2, Students Alert the User(s) can again be specified, as well as the Time Margin in percent of pay period 1 remaining to trigger the alert.

Daily Maintenance: Deletes cron job history for after a number of days. A Portal Alert notifies users when the required Daily Maintenance Scheduled Job is not configured. The alert, stating "Required Daily Maintenance Job is not set up," will appear for end-users who have profile access to Scheduled Jobs, ensuring that necessary configurations are not overlooked.

Database Object Report (ERP): This job is an extension of the abstract job class that monitors staff job position allocations for possible discrepancies and is used for reporting non-matching dates between the allocations and the positions.

Deactivate MTSS events for withdrawn students (SSS): This job will inactivate any active MTSS events when a student is withdrawn from their current school. The MTSS events will be moved to the Inactive Events tab in Manage Student.  

Delete Stale POS Invoices (ERP): This job flag invoices as deleted (gl_ap_invoice.deleted) if the invoices have no active allocations. This job only applies to Point of Sale invoices; therefore, invoices created from Accounts Receivable > Invoices or Internal Account Invoices will not be deleted even if they do not contain allocations.

District Assessments Re-scoring (Assessments): This job re-scores assessments that have been designated to be re-scored in District Assessments > Options tab. After running the job, it may take up to one hour for assessments in the queue to be re-scored.

District Assessment Dynamic Scheduling (Assessments): This job updates the student listing dynamically to add or remove the students based on the classes selected and the student schedules, within District Assessments. This job also will automatically select the "Use Text to Speech" option for students who have the "Computer Based Text-to-Speech" check box selected in the State/District Computer Based Test Accommodations (custom_200000222) student logging field in the student's record.

Document Management (for districts that have the Document Management add-on module): This job processes uploaded files so that users can search the files for specific text and can redact text on the Uploaded Files screen.

Ed-Fi Data Sync: This job transfers data by sending all endpoints in order to successfully integrate with Ed-Fi. See  Ed-Fi Setup for more information, which must take place prior to running this job. It is best practice to schedule this job to run in the evenings/after peak hours.

Email Notifications: Queues up student notifications regarding Attendance, Billing Fees, Grades, Discipline, Assignments, and Events to send emails to parents/students. Works with the Parent Notification component for alerts.

Emergency Services Health Check: This job is run to confirm that the connection to InformaCast is set up correctly. The job will tell you if the lockdown and request assistance options should work for each school or if there are issues.

EOY Attendance Calculation (Florida State Reporting): This job maintains the same functionality as the Update Enrollment Attendance Fields option in EOY Processing via Florida Reports. When the job is run, the fl_days_present, fl_days_absent, and fl_days_absent_not_disc columns on the students enrollment records are updated. Note: This scheduled job only appears on Florida sites. Results can be verified via Run Query.

Field Trip Notifications (ERP): This job ensures users receive all Transportation related notifications including alerts and emails.

FLEID Export/Import (Florida State Reporting):

The Import process checks against the FLEID History table when determining which files to import. When a file is imported and the students are successfully matched, the FLEID numbers are automatically updated in Focus.

The Export process allows the user to set the Source Indicator (K-12 Students or WDIS Students), the School Years, and whether or not to Include inactive students. Users can select the source indicator which determines the files that should be downloaded.

This scheduled job includes exporting and importing staff records, as well as student records. There is an option titled Export Record Limit for the FLEID Export/Import scheduled job setup screen, which limits the amount of records sent in an export. Note: The option accepts positive integers greater than zero.

Users can also select the Don't Transmit/Import Staff check box to exclude staff from the export/import.

Note: The FLEID Export/Import job reflects FLEID changes where zeros are no longer accepted by the Department of Education (DOE). This change is reflected in the manual send process and applies to the scheduled job.

The FLEID scheduled job import process previously downloaded all files available,

Florida ARMS Student Field Tracker (Florida State Reporting): This scheduled job interacts with the Florida Reports student logging field that tracks changes to specific Florida Reports student fields. The DOE ARMS process records dates when these values are changed. The student fields include:

ESE - ESE Code (custom_890; logging field - primary code only)

ELL - ELL Code (custom_626; select)

LS - Lunch Status (custom_71; select)

ZDS - Zoned District & School (custom_821 & custom_822; selects)

DOP - DOP Code (custom_20009054; logging field - primary only)

Florida DOE Extracts and Verification Reports (Florida State Reporting): This job runs initial DOE extracts (PK-12 & WDIS) and/or also runs verification reports district-wide. Extracts are ran and the florida_*_initial tables are populated. Verification reports results will also display in the email for the scheduled job completion. The scheduled job also pushes HTML files as a link to school folders, if Push Verification Report Results to School Folder is selected and the School(s) are selected in the scheduled job creation.

The job updates the florida_verification & wdis_verification tables.

Florida Peer Nightly Import (Florida State Reporting): Before running the Florida Peer Nightly Import job, users should utilize the Import Peer Data screen, which allows users to test the importation of Peer data and ensure there will be no errors upon importing data. Once the steps have been completed on the Import Peer Data screen, run the Florida Peer Nightly Import job.

Florida Test ID Assignment: This scheduled job assigns FLTESTID score values for tests/parts with the FLTESTID score type assigned. The FLTestID value is a base36 number (0-Z) padded to 4 characters assigned on a per student basis for test/parts that have been assigned the FLTESTID score type. This scheduled job works in conjunction to the Assign LCPs job, which incorporates the FLTESTID process, updates the AEFL score type value for the tests used in the job, and updates the schedule fields Adult Educational Functioning Level Subject Area, Pre-Test ID, and Post-Test ID (1-3).

Focus Chat Alerts: Sends queued chat messages. If a chat message has not been read at the time of the job, an email of that message will be sent.

Frontline Leave (ERP): This job imports leave requests and substitute fulfillments (where applicable) into Focus via FTP from Frontline Absence Management. Information from Frontline is imported to Payroll > School/Department Payroll Entry > Leave tab.

The job will only process if it finds a valid file called /FromAesop/Frontline_Leave.csv on the SFTP server. As soon as the process runs, it renames that file to Leave_YYYYMMDDHHMMSS.csv (where YYYYMMDDHHMMSS is the current date and time). Any subsequent running of that job will end with no action taken until Frontline puts a new file on the server.

You can reset this behavior by using an SFTP client to go out to the server and rename the file back to Frontline_Leave.csv. Multiple runs of the same datafile will simply overwrite the data on the server, unless the leave data has been paid by a run. It will not create any new leave where that leave already exists.

Users can select the Skip processing of substitutes check box to skip the processing of substitutes.

The scheduled job is dependent on the set up via ERP > Setup > Settings > Integrations tab.

Generate ERP Extracts (ERP): Generates the following extracts:

Smart Procure

Vendor Export

Ledger Export

Accounts Export

Journal Export

Generate PDFs from Receipts: This job saves a PDF of all receipts generated, store-generated receipts included. Each receipt/transaction is generated and can be printed in separate PDFs. This job can also be run for past dates.

Generate Test Score Report records based on report files: By default, the job runs M-F evenings and validates and updates all the files in the uploaded-assets/test_score_reports/ directory including all Test Score Reports, not just the Academic Progress Monitor Reports. If it finds new valid files (new since the last time the job was run), then it adds records to a db table, test_score_reports. If files were newly deleted, it removes the associated records from the same database table. If there are invalid files (the filename format is incorrect), they are simply ignored by the job. The Student/Parent Portal checks the test_score_reports table when displaying a download link, so if the links aren't displaying, either the job needs to be run (manually or automatically), or the filenames need to be investigated. Note: It is recommended that you empty the folder before putting in new reports to avoid having a mix of old and new report files in the same folder. See Publishing Test Scores and Reports to the Student/Parent Portal for detailed information about setting up test scores and progress reprots.

Import Assessment Question Count (Assessments): This job determines how many questions (tagged with standards) are in Focus's item bank and Certica's Item bank when going to Assessments > Setup > Create Assessments > Click Activity > Find Items > Standards or Default Item Bank > Standards. The number changes depending on the item bank selected.

Import Assessments: This job ensures that all assessments are imported covering any issues that may arise due to server issues during the initial importation when the assessment is complete.

Import ICS File: This scheduled job allows districts to import calendar events from outside calendars. The scheduled job can be set to update a particular school's calendar or update all schools' calendars.

  • The district will need an .ics URL for the scheduled job. Google calendars have a link that can be copy/pasted into the field on the scheduled job. Another option is for the district to export their calendar nightly and create a URL for the location of the calendar and point to this location.
  • The scheduled job will insert, update, and delete calendar events that are imported from the URL, but it will not affect existing events created through Focus or events created by another Import ICS scheduled job.
  • The uid column in calendar_events will track the ics url, school, internal ics event id, and date, which is then used during the import to determine which events to change/delete.

Import Peer Data (Florida State Reporting): This job is linked to and can be tested using the Import Peer Data screen found under the Florida Reports menu. The job allows users to import the following tables:

  • FL_PEER_ACTIVE_EPS
  • FL_PEER_ACTIVE_IEPS
  • FL_PEER_ACTIVE_504_PLANS
  • FL_PEER_ASSESSMENT_ACCOMMODATIONS
  • FL_PEER_CLASSROOM_ACCOMMODATIONS
  • FL_PEER_IEP_LRE
  • FL_PEER_MATRIX_SERVICES
  • FL_PEER_504_ASSESSMENT_ACCOMMODATIONS
  • FL_PEER_504_CLASSROOM_ACCOMMODATIONS

Load Data From Blackboard API: This job loads data from Blackboard to link user and course records to Focus.

Master Schedule Snapshots: This job creates schedule system backups automatically, which can then be used to restore the master schedule and student schedules in Master Schedule Snapshots.

Medical: This scheduled job creates events on the calendar for each Medication Order, as well as  update Pill Counts. It creates events for only the current day for orders based on the following data: When Admin Start, When Admin End, and Date of Order. If there is no event that matches the medication name, student, profile, times, or medication form, the job will create a new event for the student's enrolled dates at all the student's enrolled schools. In order for this scheduled job to run the following set up is required:

  1. This scheduled job can be created if your district has enabled the "Purchased Medical" Focus Setting, which can only be enabled by Focus via Setup > Site Administration. To enable and Purchase Medical, your district should contact the Project Coordinator or Account Executive.
  2. Ensure the Medical, Medication Administration, and Medication Order system fields have been set up correctly with the correct profile permissions via Students > Student Fields.
  3. Ensure the correct profiles have permission to the Medical student fields via Users > Profiles > Permission Type: Student Fields > Medical (System) section.
  4. In Users > Calendar > Setup > District Categories, set up  a Medical category is set up.
  5. In Setup > System Preferences > Default School Preferences > General, set the "Medication Administrator Profile" and the "Medication Administration Category" created in Calendar.
  6. Use the new medical student fields as applicable in Students > Student Info.

MetLife Incoming (ERP): This scheduled job imports billing files from MetLife and applies changes to employee deductions. Users will fill out the standard scheduled job fields, and will in addition select the deduction code that the integration will use to identify MetLife Supplemental Life. Running the job one time without the file will create the necessary storage directories. The integration expects to see a file called MetLife.csv in [webroot]/uploaded-assets/metlife. If that file doesn’t exist, the job simply ends without further action. Once the job has completed without error, the MetLife.csv file will be moved to the [webroot]/uploaded-assets/metlife/received directory, and will be renamed to MetLife-X.csv, where X is the date/time stamp in the form of [year][month][day][hour][minutes][seconds]. Also, an email will be sent to the email entered for the scheduled job, showing the results of the import. The email will also include a list of any records that weren’t imported for any reason, and may include a possible explanation as to why they weren’t valid. Those notes may be blank or “Unknown” if the import was unable to come up with an explanation, and may require investigation.

Missing Class CRON Job: If any job is scheduled to run, and the class (aka the PHP objects in the code) has been deleted, removed, obliterated, etc., the Missing Class Cron Job file takes its place in order to avoid a fatal error. Upon execution, the output will report that the original job could not be completed.

NeoGov New Hires & NeoGov User Data: These job allow users to create a new employee integration, similar to Frontline. NeoGov User Data can be set up alongside the NeoGov New Hires job; the two function together.

Once set up and run, the history will show the results of the job and new people display in Human Resources > Employees. The job will not overwrite existing employees, so if it runs more than once, users will either have to change the SSNs in the file, or delete the employees from Focus.

There is a sub-folder inside the directory where NeoGov data is typically uploaded called userdata (if this folder doesn't exist, it will be created the first time the user data import job is run). The file has only three fields, and a sample appears like this:

ein|username|email

37179|mgarcia01|[email protected]

The first line must be provided as shown above, as it references the actual fields in the users table. After the first line, quotation marks may be used to wrap the field data, but since user name and email addresses aren't likely to include the pipe character or new lines, quotation marks shouldn't be necessary.

Similarly to the new hires file, fields are separated by a pipe character, and there is one EIN per line. The import will only update values, it won't clear them out, and it won't create new user records. Therefore, if an empty value is provided for an email, for example, it won't clear that field out from the employee record. Also, the naming of the files themselves isn't important, as the job will process all files in that directory, just like the New Hires job. The only invalid name is neogov_retries.csv, as it is used for other operations. Multiple files may be added to that directory, and the job will process all of them.

Once a file or files is processed, all of the records are copied to neogov/done using the file name structure neogov_userdata_YYYYMMDDHHIISS.csv, which includes the time stamp of the job.

If an EIN comes up as invalid, it will add it to a new file within that neogov/userdata folder called neogov_retries.csv, and will retry the update again during the next run of the job. Once a successful update completes, that record will be removed from the retry file. This allows for when an employee may show up in AD for some reason before they show up as a NeoGov new hire. By allowing for retries, records are deferred until a valid employee record exists.

Note: The current version only allows for new hires. It doesn't account for transfers or rehires at the present time.

Nightly Immunization Compliance Job: Updates the immunization compliance records for all active students for current default school year. This should only be utilized in conjunction with the overall immunization compliance feature. Please ensure the applicable System Preferences have been reviewed and are set correctly before initiating this nightly process.

Online Course Req. Populate Student Field: This job copies Focus’s existing data that populates the Online Course Requirement field present to Grades > Report Cards and Grades > Graduation Requirements Report. Field options include No, Yes, and Exempt.

Outgoing MSIX FASTER Responses: This job is used to automatically create outgoing FASTER responses to MSIX for migrant students. The FASTER process will pull the created responses and send them when the FASTER process is executed. The scheduled job allows the user to identify a Qualifying Arrival Date (QAD) within [X] Years and allows the user to select the check box to Only pull students missing MSIX ID. You can select a MSIX School Year in order to determine which year should be selected when pulling Fed/State Migrant information (student logging field). Note: This job is only available for Florida clients.

Outstanding Student Invoices: The Outstanding Student Invoice Scheduled Job is designed to look at a students Transaction History for outstanding balance owed to the school. After the job runs, an icon will populate next to a students name identifying that they have an outstanding balance due. This job runs for Post Secondary and K-12 schools using Student Billing.

Parse Addresses: Parses student addresses to ensure each component is separated into a data field used to compare to address catalog.

When running the Parse Addresses job, only the selected years are updated; meanwhile, if updating parsed addresses through student demographics, the update will run for both the current school year and the next school year.

Once an address is parsed, it won't be re-parsed unless there's a recent update in the address record or the address catalog.

PCard Email Reminder (ERP): This job generates emails to be sent out to the P-Card Administrator once the Draft and Pending Approval P-Card requisitions become the selected number of days old. The days old and administrator is set via ERP > Setup > Settings > Accounts Payable > Misc Purchase Requests/Orders and Releasing Settings > Send Reminder Email for P-card Drafts and P-Card Administrator. In order for this functionality to take place, the "Default P-Card Draft Email Text" and the "Default P-Card Pending Approval Email" email must be set up in ERP > Setup > Clauses.

Pcard Imports (ERP): This job pulls the PCard transactions from the financial institution and loads them as PO drafts in Focus for invoice processing. When creating this scheduled job, users have the ability to set up a Fiscal Year, which will override the fiscal year on created requests.

Phone Communication Processing (Phone Communication): This job sends any message that is set to run before the job's scheduled time, along with attendance based messages created via Students > Phone Communication.

Communication Status Updates: This job applies to messages and phone calls sent out from the Communication module. If the phone numbers supplied by recipients is unreachable, there is a form published to that student/parent or user in order to collect their updated contact information. Once completed, the scheduled job collects data regarding the unsuccessful calls and publishes the form completed by the receipts containing updated contact information to the appropriate users. Note: The appropriate forms must be set up via Setup > Application Editor and the forms must be selected in System Preferences > Default School Preferences > General tab from the Call Out System Student Reenrollment Form and Call Out System Parent Reenrollment Form pull-downs.

Populate Graduation Requirements Summary: This job populates the grad_requirements_summary table calculated based on graduation requirements. This job gives users the ability to write district reports based off of this summary. The Grades pull-down allows users to select grade levels for the scheduled job. If no grade levels are selected, the job will run for all grades 9-12.

Portal Payments Automatched Cashout: This job automates the Cashout process for the Portal-enabled Cash Drawers used by the Store for collecting online payments. The cash drawer will automatically generate a cashout soon after the user-defined Authorize.net transaction batch settlement time.

POS Invoice Table Update: This job updates gl_pos_invoice_allocation and gl_pos_invoice in Billing Table. Note: This functionality is currently only applicable to Manatee County.

Power BI Postsecondary Receipt Report (FPS and Power BI): This scheduled job is for Power BI/Focus Analytics, which creates the table power_bi_receipts_report. When the finance data exists the table is populated. The following columns are created in the table:

receipt_num

transaction_num

receipt_date

fiscal_year

customer

invoiced_to

receipt_amt

allocation_amt

payment_amt

refund_amt

strip_level1_num

strip_level1_title  [element title]

to

strip_levelx_num

strip_levelx_title  [element title]

Process Assessments (Florida State Reporting): The built-in Process Assessments scheduled job allows customers to automate the running of the FSA and EOC Process Assessments housed under Florida Reports > Process Assessments > FSA ELA & EOC Course Assessment Status.

If the "Process Assessments - Do not output student listings after process completion" setting is enabled via Florida Reports > Florida Reports Setup > District Options tab, the scheduled job's execution history displays a count of updated students rather than listing each student.

Set an "Effective Date (ESOL Graduation Pathway/ESE Test Waiver)" to check for ESOL Graduation Pathway/ESE Test Waiver and update the FSA ELA graduation student fields accordingly.

Process Trial Balance Subscriptions (ERP): This job sends email alerts for trial balance if there are changes for closed periods.

Purge Old Files: For districts using the Document Management add-on module, this job deletes files that were uploaded to student upload fields that were set as Category B after the number of designated Retention Years has passed.

To prevent a student's files from being purged by the "Purge Old Files" scheduled job, the system field "Document Hold" can be used. The "Document Hold" field can be added to a student category, and given the appropriate view and edit profile permissions. When the "Document Hold" check box is selected for a student, the student's files will not be purged when the job runs.

Select the applicable "Retain By" radio button to choose between Upload Date and Withdraw Date. Upload Date keeps the original functionality. If you select the withdrawal date then any student whose withdrawal date meets the retention threshold set on the field will be purged when the job is ran.

Recalc DT Grades Fix: Re-computes stored running gradebook grades based on teacher gradebook. The Recalc DT Grades job will only update the current marking period when the setting "Select Current Quarters Selected Schools' is selected. This job also deletes DT and Dy grades for sections that do not have assignments.

Recalculate Daily Attendance: This job can be used to recalculate attendance on a scheduled basis instead of using the Recalculate Daily Attendance tab in Attendance Setup. When setting up the scheduled job, the school(s) are selected and the number of past days to consider are defined. 

Recalculate LCPs (FPS Module): Recalculate functioning levels and LCPs on demand. Current scheduled job sets the functioning levels and LCPs on a nightly basis, but if a test record is entered for a previous date, it does not go back and update the levels or LCPs. When the job is run it will wipe out the functioning level and LCPs for active and inactive schedule records based on the date range and re-assign using the current logic.

Refresh Choice Data: This job does not affect the functionality of the Refresh Choice Data functionality when run manually on the School Choice Reports; the data is only refreshed for records that have a “Waiting” status. When refreshing data using the scheduled job, users can select the statuses for the data you want refreshed. Users can also run the job for the current default year or the next year. An audit log will be created only if there is an actual update made to the choice record in the school_choice_application_status table.

Regions Bank Import (ERP): This job imports PCard transactions from Regions Bank.

Remove FEFP code from dismissed students (SSS): This job sets the ESE FEFP Code (student field custom_698, alias ese_code) and the Charter/McKay field that the district has set up in SSS > General to null when the student has the Service Type set to D-Dismiss and the dismissal date has been added for all active ESE exceptionalities in SSS.

Remove Scheduled Students from Waitlist: This job removes students from the Waitlist when scheduled into the class for which the students were waitlisted.

Retiree Benefits Rates Update (ERP): This job is two parts 1. Monitors retiree age progression for rate adjustments and 2. Monitors change in zip code for rate adjustments.

Retitle Sections: This job renames sections that were changed via Run Query.

Rollover: Creates enrollment records for the next school year based on the Next School value found on the student enrollment record. Needs to be run after the Set Next School job if used. Note: This job aligns with the school's system preference for "Rollover Second School Enrollment Records." When this preference is enabled, the rollover job will process both primary and second school enrollment records for each student, provided they have a suitable Rolling Retention value for the default school year. If this setting is disabled, the job will only consider primary enrollment records for rollover, maintaining the flexibility to cater to different school preferences.

SAP Alert: (FPS): The SAP Minimum Requirements report is generated based on the SAP Alert scheduled job, which uses the calculations made by the Student Academic Report in Billing > Student Academic Report.

Set Next School: Updates student_enrollment.next_school in active student_enrollment records. The system automatically sets the next school based on a match in the Address Catalog, considering the appropriate school year and availability of the next grade level. The grade level must be marked as "Used for Zoning" and "Students can roll into this grade level" in Setup > Grade Levels. When setting up this job, users can select the grade levels the job should run for. If addresses do not match addresses found in the Address Catalog, then the next school cannot be set. Requires the District to load Address Catalog.

The scheduled job ignores Address Catalog records with a null/blank zoned school if another qualifying record exists with a zoned school.

Note: This job will not override the next grade if it is set in the student's enrollment record.

Set Zoned School: Update student enrollment records by setting the zoned school and zoned district to the active student enrollment records based on the zoned school for the students address. This job does not set the next school for rollover purposes. Requires the District to load Address Catalog.

SSS Parent Portal Notifications: This job is used to send an email to the parent (contact priority of 1) if an SSS alert remains unread for 24 hours.

Store Automated Cashout: Automatic Cashout process for the Portal-enabled Cash Drawers used by the Store for collecting online payments. The Cash Drawer automatically generates a cashout after the user-defined Authorize.net transaction batch settlement time.

SQL Triggers: This job ensures the SQL Triggers created via Setup > Edit Rules & Workflow are enforced. Without the set up of this job, the SQL Triggers will not run.

Submit DMV Attendance via FTP: This job sends the FTE submitted to the applicable district while also submitting data to the DMV.

Submit LearnFare via FTP: This job automates the State Reporting feature to send attendance information to LearnFare via FTP.

Survey Site Maintenance: This job copies the 2FA user settings to the survey sites so users can create/update their production 2FA settings and have that extra security propagate to the survey sites. The following is copied:

  • The entire contents of the two_factor_auth table
  • The 'TwoFactorAuth::Required' and 'TwoFactorAuth::User_Access' profile permissions
  • The 2FA user preference (the preference that allows users to opt into 2FA even if it’s not a requirement)

Symlink Photos: The Symlink Photos scheduled job Symlinks Student and User Photos when uploaded from the server.

Synchronize Schedule of Services (SSS): This job pushes Schedule of Services data from SSS to the SIS fields “Time, With Non-Disabled,” “Time, Total Student Week,” and “IDEA Educational Environment” in the ESE tab of Student Info. 

Sync Recent Course Period Changes: This job syncs imported sections with the existing gradebooks already combined by period.

Transfer Blackboard API Data: This job transfers records from Focus to Blackboard.

Update Attended Hours (FPS): Define the School Year for the Update Attended Hours scheduled job. If the School Year field is left blank, the job will run for the current school year. When a School Year is defined, the title of the scheduled job is updated to include the year, e.g. Update Attended Hours for 2018. Multiple scheduled jobs can be set up and run for different school years.

Update Cost Factor From Matrix of Services (SSS): This job uses the Services Start Date for the IEP Event (Manage Student). Once the event is locked, Focus updates the McKay field (Matrix Cost Factor) and ESE FEFP Code fields throughout SIS from the Matrix of Services form. The job looks at the previous 30 days for matrix forms that have not had their data pushed to SIS.

Update Employee Agreements (ERP): This scheduled job must be set up and run to update the agreement and add new employees when users click the "Scan For New Employees” button which looks for new employees and assigns them the agreement automatically via ERP > Human Resources > Employment Agreement Maintenance > View/Create Agreements tab. Upon creating the scheduled job, you must select the agreement from the Document pull-down in order to specify which agreement should be updated. The scheduled job uses the Published Date instead of Deadline Date when determining eligible employees.

Update Student Financial Data: This scheduled job updates any changes to Student Names & Addresses from the Student Information System (SIS) to the Enterprise Resource Planning (ERP) system, to ensure invoices will continue to reflect the students information correctly.

Update Teacher Certification: If the teacher certification information is being imported and the Focus process for in/out of fields is enabled, the built-in Scheduled Job titled, Update Teacher Certification should be enabled. This job will recalculate the Cert/ Licensure/ Qual Status on the Course Section based upon the newly imported information. It is important to schedule the Update Teacher Certification job to run after the data import of the HR information. Note: If the teacher meets certification requirements via a 3-digit group code on the CCD, then the scope is ignored unless the scope is "A," "L," or "T."

Void Overdue AR Invoices: This job voids/cancels invoices that are >= # days old (configurable) and are completely unpaid (no valid payments). Invoices with deferrals or partial payments will be ignored. Invoices that have been partially paid but then fully refunded will also be voided/canceled.

WDIS Total Hours (FPS): This job updates the following schedule fields: CUSTOM_57 (Total Hours), CUSTOM_76 (Survey W Hours), CUSTOM_78 (Survey S Hours), CUSTOM_80 (Survey F Hours), ATT_HOURS_W (Survey W Attended Hours), ATT_HOURS_S (Survey S Attended Hours), and ATT_HOURS_F (Survey F Attended Hours).

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