Freeze and Roll over

Data Freeze - this is the date that the ability to create new FY Records is removed from all agencies in the state.  The date of the data freeze is selected by the state office.  Since the FY Records are the 'snapshot' of the data that is used to populate the NRS Reports, any data entered for the previous fiscal year after the data freeze will not be reflected on the NRS Reports.  So, for example, if NM decides to do the Data Freeze on August 16th, 2013, this means that any 12/13 data agencies enter after this date will not be reflected on the NRS Reports because they can no longer create FY Records to capture the data for the Tables.  (the only way new FY Records can be created after the data freeze is if the state office requests that we create new FY Records for students, and I will come back to that point in a moment)

 

Rollover - during the rollover, we update the hours and assessment information so it now reflects the new fiscal year - in this case 13/14 and we add the ability for agencies to create 13/14 FY Records.  The date of the Rollover is also selected by the State Office.  

 

Most states schedule the rollover a week or two after the data freeze so they have one final chance to review their data prior to the rollover.  If, during this review time, you find anything that needs to be corrected, you can ask the agency to make the necessary data correction and then you can submit a tech support request for LiteracyPro to update the 12/13 FY Record.  We would just need to know which students in which agency need to have the FY Record updated.  

 

Some states schedule the Data Freeze and Rollover to take place on the same weekend.  The states that do this have already reviewed the data prior to the weekend of the Data Freeze/Rollover to be sure everything looks good because once the Rollover takes place we no longer create new FY Records for 12/13.  The only updates to the 12/13 FY Record that can take place after the Rollover is if a student who left in 12/13 received his GED after the Rollover - in those cases we will do a limited update of the FY Record that only affects the GED information in the FY Record, not any of the other info in it.

There is not a parallel database; the only change that takes place during the rollover is that the information in the existing database is updated to 13/14 instead of 12/13.  And, there is not a time that agencies cannot enter data.  In the time between the data freeze and rollover, agencies can enter 13/14 data, but there are some states that encourage agencies not to enter data during the time between the data freeze and rollover.  The states that request that agencies not enter data during this time do so just in case there is a need to have new FY Records created during this time and they don't want agencies making multiple changes in the data that could affect the FY Records.  Typically, this is not an issue, especially since the data freeze and rollover process have been improved upon over the last several years