April Qmlativ Bulletin

What is Data Migration?

• Data migration is the process of moving data from one location to another, one format to another, or one application to another using a Data Migration Tool. Generally, this is the result of introducing a new system or location for the data.
  

• The Data Migration Tool or DMT is a program that moves data from Skyward SMS 2.0 to Qmlativ. Beginning Wednesday, June 28th this process will put our district’s current Skyward data through the tool to migrate into the Go-Live Qmlativ Production environment.

What are dark days?

• Migration dark days is a period of time when SMS 2.0 will be officially “locked down” to all users while the database is being prepared to go through the Data Migration Tool. During dark days all SMS 2.0 systems will be unavailable; Employee Access, Student Management, Educator Access, Family & Student Access, New Student Online Enrollment (NSOE), Finance, Human Resources, Payroll, and RDS.
  
• Dark days extend to the point where Qmlativ Production is open to district migration project teams, approximately five days.
  

• The FPS district migration Student and Business Services teams are made up of staff from the Information Technology Data Team (Student) and Human Resources, Finance, and Payroll departments (Business).
  

• Starting June 27th at 3 p.m. through July 6th, SMS 2.0 will be unavailable for everyone.
• From July 7th through July 16th, the FPS district migration teams will set up and configure Qmlativ.
• Beginning July 17th, Skyward Qmlativ will be available to district users.
• Post migration, district migration teams (Student & Business) will retain view-only access to Skyward SMS 2.0.

This means there will be no access to Skyward 2.0 as of 3 p.m. June 27th though July 16th. This includes access to all SMS 2.0 system, Skyward reporting, record changes, data validations, etc.
District staff should consider year-end tasks and processes that will be impacted by migration downtime. Consider all end of school year State Reporting deadlines and the Skyward Year End Rollover process scheduled for June 24th. Evaluate what current year data/information may be needed during downtime and plan accordingly i.e.; run reports in advance, complete data clean up and validations prior to, either 1) the Year End Rollover process or 2) prior to 3 p.m. June 27th.

What do dark days mean for families?

• Skyward Family and Student Access will be unavailable during dark days.
  
• Prior to dark days the Skyward New Student Online Enrollment portal will close. No new online enrollment applications can be submitted through the Skyward NSOE portal after June 11th. District communication regarding enrollment options during migration downtime will be shared and posted for families and supporting district staff. The Qmlativ NSE portal will open July 17th. All other access to Qmlativ Family and Student Access will open in August.
  

Accessing Employee Pay Checks During Dark Days

• Please note that during the dark days, from June 27th at 3 p.m. through July 16th, Skyward SMS 2.0 will be unavailable for district users. Our payroll department will have June payroll processed by the end of the day June 26th, 2023.
• To access your June paycheck information, please check Skyward SMS 2.0 on June 27th prior to 3 PM
• If you have any questions regarding your paycheck, please contact the payroll department at payroll@fpschools.org.
  
  

Timesheet Reminder for Dark Days

• Our payroll department will need ALL employee timesheets turned in by the end of day June 27th or prior to leaving for the summer.
  
  

Hiring and New Employee Onboarding Process During Dark Days

• During the dark days, our district hiring process will continue as normal. Please note, without access to Skyward SMS 2.0, the Human Resources department will not be able to complete the New Hire Orientation portion of the onboarding process from June 27th at 3 p.m. through July 7th.
• From July 7th through July 16th, the Human Resources department will be assisting our district migration teams to set up and configure Qmlativ. The Human Resources department will resume the New Hire Orientation portion of the onboarding process after the necessary set up and configurations are completed in Qmlativ.
  

Accounts Payable Reminder for Dark Days

• Our Business Services department will only be processing the end of the month check run for July. This means there will be no July 14th check run. Please make sure to get all invoices tuned into the Business Services office by July 24th to be included in the July check run.
  
  

Finance Qmlativ Focus Group

• Finance Qmlativ Focus Group Trainings are starting this month, please be on the lookout for an invitation from our Finance Team. This training will include guided practice in a Qmlativ Training and Learning Area as well as some self-paced instruction, and Qmlativ micro videos. If you would like to ensure that the Finance Team is aware of your specific role or have any questions regarding the finance training, please reach out to sgarciagarcia@fpschools.org.