Overview
In Version 10, Music Monitor offers new ensemble rolls. They have a few advantages:
You don't need to run an admin process to set up the rolls.
They have a better interface for the teachers when marking.
They allow you to distinguish between actual attendance vs "point value" towards the measured percentage attendance.
There is more you can do with the data.
They also have one disadvantage:
There is currently no way to search or report on unmarked ensemble rolls in the new system. It's the one function in the old rolls that hasn't been replicated in the new rolls.
See Ensemble Rolls Version 10 for more detail.
The two sets of rolls are stored in different files, so if you have roll data that was marked in the old rolls and you want to see it in the new rolls, you need us to migrate it for you. Here's what's involved.
Do You Need To Migrate?
You only need us to migrate your data if you want to use the new rolls format to view data that was originally set up and marked in the old rolls. If you change to the new rolls at the beginning of a semester, you probably don't need to migrate at all. You can always switch back to the old rolls if you need to view an older set of data at any time.
If the new features are going to improve your processes a lot, and you want to switch during a semester, you're very welcome to have us migrate your data. Just follow the process below.
Identify What To Migrate
If all your past rolls are completed, and just retained as records, you do not need to migrate them. In that case, you only need to migrate the rolls that are currently in use. If you are migrating in the second half of the year, you may decide you need to migrate all records for the current year.
Carry out the steps below for all records that you wish to migrate.
Before Migration
Clean Your Data
Go to Office Admin > Roll Marking Ensembles > Find Unmarked Roll Records
This script will find ensemble roll records that are completely unmarked for an entire term.
Mark or delete these records so that none remain unmarked.
Check Your Calendar Setup
The new ensemble rolls depend completely on your Calendar being set up with Term names against all the dates that will have ensemble rehearsals.
Go to Home > Setup Files > Calendar
Scroll down the calendar, checking that the Term name is filled in against all the days of the term. There is no need to enter names against the school holidays.
See Set Up Calendar for guidance if needed.
Week names are not required for this function, but you may wish to add them if they are not set up.
Check Attendance Codes
Go to Home > Setup Files > Attendance Codes
The value in Attendance for each code will be imported as the Attendance value in your new codes, and in the records marked with that code.
If you advise us of the values you want your new Attendance Codes to have, we can set them up for you during the migration.
Check Note Categories
Go to Office Admin > Roll Marking Ensembles > Mark Rolls
Open any current ensemble roll
In the black top bar, select Notes > Add or view notes for selected student
Select any box (including empty ones) in the Note/Reason column
The drop-down will show your existing options, which we will also set up as your new Note Categories. Select Edit... to edit this list if you wish to have different entries set up in your new list.
Book the Migration
Contact us to make a time for this migration. We will carry out the migration process for you. The steps we follow will be:
We will check for unmarked rolls and delete any we find.
We will take a copy of the rolls data you need migrated and the Note/Reason entries.
We will set up your new Attendance Codes, so that when the roll marks are imported, the values are applied correctly.
We will import the data into your new ensemble rolls.
We will set up the Note Categories to match the list we found in your old data.
We will let you know that the migration is complete.
After Migration
Check Attendance Codes Again
Go to Home > Setup Files > Attendance Codes
You will see that Ensemble Attendance Codes have their own section in the list now, and they have fields for Attendance, Point Value, and Billing Count. Edit the values in this table if they aren't what you want them to be.
Check Attendance Note Categories
These categories are now in their own little table.
Go to Office Admin > Roll Marking Ensembles > Manage attendance Note Categories
Add, edit, or delete entries as needed.
Edit the Common Tasks Menu
With the new ensemble rolls, you no longer need to run a process of setting up the rolls.
There is also no such thing as an unmarked roll record! Even though the roll viewer lists the student and gives you the option to select a roll mark, there is actually no record created until it is marked. That means the Find Unmarked Roll Records script is no longer any use to you.
Go to Office Admin > Roll Marking Ensembles
Identify the two scripts - Set up rolls for term or semester, and Find UNMARKED ensemble roll records - and select the Eye icon on the right-hand end of their rows to hide them from your task list.
