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. From the Setup menu, click Scheduled Jobs.

2. The Scheduled Jobs screen displays the Jobs tab for created jobs, export, and import jobs. Click the Execution History tab for a history of all processed scheduled jobs. The screen defaults to the Jobs tab.

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.

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

4. Click the Edit link to edit an existing scheduled job. For more information on editing scheduled jobs, see the section titled, Editing Scheduled Jobs.

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

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 the section Scheduled Jobs Explained.

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

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

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), and a View Output link for the results of the job.

7. To review the results of the job performed, click the View link in the View Output column.

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 Attendance Daily Triggers output.

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

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

Editing Scheduled Jobs

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

1. From the Setup menu, click Scheduled Jobs.

2. Click the Jobs tab to view created or imported 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 the delete button (black minus sign) to delete a scheduled job.

4. Click Edit to edit an existing scheduled job.

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

6. 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.

7. 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.

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

Scheduled Jobs

9. 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.

10. 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.

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.

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

Creating Scheduled Jobs

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

1. From the Setup menu, click Scheduled Jobs.

2. The Scheduled Jobs screen displays the Jobs tab for created or imported jobs, and the Execution History tab for a history of all processed scheduled jobs. Regardless of the tab selected, a scheduled job can be created via the pull-down and the Create Job button in the upper right corner of the screen.

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. Select the type of job you want to create from the provided pull-down, then click the Create Job button. 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 button will navigate to a new screen where the specifics of the job can be entered and/or selected.

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.

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

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

6. Scheduled Jobs default to Priority number 500; however, if you have a job that needs to run before all others, you can change the Priority to 1, etc. by entering the number in the text box provided.

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

Scheduled Jobs

8. 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.

9. 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.

10. 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.

For detailed information about each of the scheduled jobs, see the section 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

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.

Assign LCPs (AE Schools with FPS Module): 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) 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.

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 Module): 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.

Attended Hours (FPS Module): 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.

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

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

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

Basic Skills Assessment (FPS Module): The job updates basic skills for all FL programs. Note: the math, reading and language levels are different per program.

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

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: 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.

Create Payment Plan Invoices: 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:This job runs the current functionality found under Florida Reports > Assessment / 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 Module): 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.

District Assessment Dynamic: 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.

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: 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.

FLEID Export/Import:

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 theSource Indicator(K-12 Students or WDIS Students), theSchool Years, and whether or not toInclude inactive students.

This scheduled job includes exporting and importing staff records, as well as student records. There is an option titledExport 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.

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.

Florida DOE Extracts and Verification Reports: 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 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.

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: 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.

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

Generate ERP Extracts: 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.

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 db 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 Technical Support for detailed information about setting up test scores and progress reprots.

Import Peer Data: 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.

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.

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 aQualifying Arrival Date (QAD) within [X] Years and allows the user to select the check box toOnly pull students missing MSIX ID. 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.

Pcard Imports (ERP): This job pulls the PCard transactions from the financial institution and loads them as PO drafts in Focus for invoice processing.

Phone Communication Processing: 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.

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.

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

Recalc DT Grades Fix: Re-computes stored running gradebook grades based on teacher gradebook.

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 status' for the data you want refreshed. Users can also run the job for the current default year or the next year.

Regions Bank Import: This job imports PCard transactions from Regions Bank.

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.

Set Next School: Updates student enrollment records by adding the next school to the active student_enrollment records. Then checks the schools assigned to their address, starting with the elementary schools, moving up to the middle, then high schools looking for a school that has that grade level. 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.

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.

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.

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: 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 Module): 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: 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: 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."

WDIS Total Hours: 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).

Additional Features

Data listed can be sorted by clicking on any of the headers. Click once for ascending results; click twice for descending results. In the image shown, results have been sorted by clicking the Duration header.

If the chart contains several pages of information, Page numbers will displays along with Prev and Next buttons. Click these buttons to sift through pages. Click the Page text box to enter a page number. Press Enter to jump to that page.

Click the Filters feature to further breakdown data.

a. To add more than one filter to a column, click on the green plus sign.

b. To delete an added filter, click on the red minus sign.

c. Select the gray arrow for more filtering options.

For more information click on the following article: Filters.