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This Galileo feature allows you transfer data from one program year to another. This means you do not have to recreate forms or re-enter data in forms on returning children. Additionally you may transfer classes, staff members, users, children and forms year after year. Simply transfer the data from one year to the next, and make any necessary changes.
To transfer all forms and their data to the new program year follow these steps:
1. Call Assessment Technology Incorporated and let us know you would like to transfer your data.
2. Your ATI Field Services Coordinator will create a new/current program year.
3. Login as an Agency-level user.
4. Complete the Annual Data Setup page.
TIP: This is available to Agency-level users.
1. Click Setup>Data>Annual Data Setup.
2. Use the down arrow on the Transfer From Program Year drop-down menu to select which year’s information you would like to transfer.
a. In most cases this will be the year you’ve just completed.
3. Use the down arrow on the Transfer To Program Year drop-down menu to select which program year you would like to transfer your information.
a. In most cases this will be the next program year, which ATI has just set up for you.
4. Use the down arrow on the Select What Data To Transfer drop-down menu to select which type of information you would like to transfer.
5. We recommend first transferring information in this order:
a. children,
b. staff,
c. volunteers,
d. classes, and then
e. forms.
Select the Include Merlin Data When Transferring option, and you will have transferred all child, staff and class forms that held data in the previous program year. That means when you go to transfer forms you only need to worry about transferring family, family member, volunteer, agency, center and activity forms. You will notice that any child, staff, and class forms that were in use in the previous program year are already red because they transferred with the respective children, staff members, and classes. You may then transfer any other forms that were not in use if you wish.
6. You have 3 options for transferring children; you may select any of these options. For example, you may need to transfer a single child who may have been in the program last year, didn't return for the beginning of the program year but did start the program later in the year and you know you have data for that child. Searching for that child by last name would be a good choice. If you want to transfer only those children who are in a certain age range, searching for them by age would be helpful. If you'd like to transfer all the children in your program, you can do that, too.
a. Transfer an individual child and would like to search for child by last name:
i. Click in the first radio button -- Search for child by last name.
ii. Type at least the first few letters of the last name for which you are searching.
iii. Click the Search button.
b. Transfer children by agency, by a particular center or by a particular class:
i. Click in the second radio button -- Select children by agency, center and class.
ii. Use the Center drop-down menu to either select:
A. [All Centers] to view the agency’s list of children.
B. a center and then the class and see a particular class’s list of children.
iii. Click the Show Children In Selected Level button.
c. Transfer child by filtered age:
i. Click in the third radio button -- Search for children by age.
ii. Use the drop-down menus to select the age range of the children you wish to transfer
iii. Use the drop-down menu to select the cut-off date.
iv. Click the Show Children In Selected Age Range button.
v. The screen will refresh with the filtered group.
7. Determine if you would like to Hide items that already exist in the receiving program year.
a. If you check this box the list of data you see on the screen will be shortened to display only that data which has not yet been transferred.
8. Click either the:
a. No to change it to Yes for those children you wish to transfer.
b. All link to select them all.
9. Check Include Merlin Data When Transferring box. This will ensure that any forms from last year and their accompanying data will be carried over to the new program year for each selected child.
10. Click the Transfer Data to Selected Program Year button.
a. The children's names will now appear in red and be marked as "already transferred."
Perform these steps for the staff members, then volunteers, and then classes.
11. Use the down arrow on the Select What Data To Transfer drop-down menu to select which type of information you would like to transfer.
12. Select either:
a. Staff.
b. Volunteers.
c. Classes
13. Determine if you would like to Hide items that already exist in the receiving program year.
a. If you check this box the list of data you see on the screen will be shortened to display only that data which has not yet been transferred.
14. Click either the:
a. No to change it to Yes for those staff, volunteers, and/or classes you wish to transfer.
b. All link to select them all.
15. Check Include Merlin Data When Transferring box. This will ensure that any forms from last year and their accompanying data will be carried over to the new program year for each selected staff, volunteer, and/or class.
16. Click the Transfer Data to Selected Program Year button.
17. The staff's, volunteer's, and/or class' names will now appear in red and be marked as "already transferred."
18. When transferring forms you will be asked to select the type of form you would like to transfer.
a. Make your selection.
b. Please note, if you checked the Include Merlin Data When Transferring option for child, staff, and class forms you will notice all forms that contained data in the previous program year have already been transferred for you and appear in red.
19. You will only need to select family, family member, volunteer, agency, center and activity forms to transfer with data. The transfer of these forms will automatically transfer any family members and volunteers with data in the previous program year.
20. By each data entry select whether you would like to transfer this data.
a. If the item reads No clicking on the No will change it to Yes and vice versa.
b. You may click the All link to select all data for transfer.
21. Click the Transfer Data to Selected Program Year button.
Last Updated: 10.13.17