?????????????? Adult Education Upcoming Soft Exit Report

Description - The Upcoming Soft Exit Report provides a listing of student enrollments from Program Year 2000-2001 that do not have an End of Enrollment Status and Status Date posted in the system.? The report is produced so that Adult Education Programs have the opportunity to enter End of Enrollment Status information prior to September 1st.? On this date, all enrollment records from the 2000-2001 Program Year will be soft-exited by the System.? The End of Enrollment Status will be posted as "Separated Before Completion - System Exit" with a Separation Reason of "No Service in 90 Days."? It will not be possible to change the End of Enrollment Status information once the System has posted it.? It will, however, still be possible to update Outcome information after the soft exit process has run.

Access - Initially, access will be limited to users with Staff Class Codes of Fiscal Agent Admin, Fiscal Agent Staff, and Adult Education MWA Admin.? Access will be expanded to Provider Staff Class Codes in the near future.

Content ? The Upcoming Soft Exit Report consists of a single line of information for each student enrollment without an End of Enrollment Status posted.? The following information is contained for each listing on the report:? Customer ID, Customer Last Name and First Name, Program of Enrollment, Enrollment Date, Funding Source, Provider Name, and? Staff Last Name.? The listings are grouped by Provider and are listed in alphabetic order by student last name within the Provider grouping.

How To Run the Upcoming Soft Exit Report

? 1.? Log into MAERS.? The MAERS menu bar is displayed.

2.? Select "Reports" on the menu bar that contains "Reports" and "Adult Ed".? The "Reports" main page is displayed, containing blue boxes to "Schedule" and "Retrieve" reports.

3.? Place the cursor on the "Schedule" box and it splits into two parts, "New Report" and "Report Status."? Click on "New Report" and the "Adult Education Reports" list is displayed.

4.? The name of the Upcoming Soft Exit Report is "AESFTEXT."? It appears as a blue link in the left column of the list.? Click on

the name to select the report.? The "Adult Education Upcoming Soft Exit Report" screen will be displayed.

? 5.? The "Report Selection Criteria" section contains selection boxes

for Funding Source, Program of Enrollment, Provider, and County.

Initially, selections will only be possible for Funding Source and Program of Enrollment.? The default for all selection boxes is "All."? If a list of all student records without End of Enrollment Status information is desired, go to the ?Report Schedule Selection? section.? If a separate report is needed for each funding source and/or program of enrollment, select the individual funding source and/or program from the pull-down lists provided.? Please note that only one selection from each of the pull-down lists may be made for each individual report.? The selection boxes for Provider and County are initially limited to "All."? The capability to run the report for specific providers or for individual counties will be added in the near future.

? 6.? Under "Report Schedule Criteria," click on the radio button for

"Online" or "Custom" to schedule the time when the report will? run.? Selecting "Online" will place the request in a queue for running almost immediately.? Selecting "Custom" will place the request in a queue which will run overnight and be available the next morning.

7.? Once all selections have been made, click on "Submit."? The report is now scheduled.

To Check on the Status of Scheduled Reports

1.? Place the cursor on the "Schedule" box at the top of the screen. It splits into two parts, "New Report" and "Report Status."

2.? Click on "Report Status."? The Report Status List will be displayed.? It shows the name of any reports awaiting execution, along with the status.

3.? If you wish to cancel any of the reports on the list, click the box in the "Cancel"column, and then click the "Stop Running Indicated Reports" button at the bottom of the screen.

To Retrieve a Report

1.? Place the cursor on the "Retrieve" box at the top of the screen.? It splits into two parts, "New Results" and "Old Results."?

2.? Click on "New Results" to see a list of reports that have run since your last access.? These appear on the "Download New Reports" screen.

3.? The list of reports has two blue links in the first two columns.? Click on the link in column 1 to view the report or click on the link in column 2 to get a version that can be printed or saved.

?

? 4.? To retrieve an old report, click on the "Old Results" part of the

"Retrieve" box.? A list of all old reports will be displayed on the "Previously Downloaded Reports" screen.

5.? The displayed list of old reports is in the same format as the new reports, with blue links in the first two columns.? Select the report by clicking on the links in column 1 or column 2.? Old reports are available on the system for 7 days.

6.? If you need to retain a report for longer than 7 days, click the report name in the "Print/Savable Version" column to display the report, and then select "File" and? "Save As" from your Windows menu at the top of the screen.? Specify a drive, directory, and file name to store the report file on your local system.

Note on Printing

The report is designed to be printed in Landscape format.? Be sure to select Landscape orientation in your Word Processing or Text Editing software or specify Landscape in Properties as you print the report.