Maintenance Tab
Clicking the "Maintenance" tab displays three sub-tabs:
- Quarters
- Database
- Security
Quarters Sub-Tab
Click the "Quarters" sub-tab to perform quarterly maintenance. This screen allows users to lock or unlock quarters, archive the oldest quarter, and roll forward making a new quarter current.
Locking Quarters
When a quarter is locked, changes cannot be made to it. If a year/quarter combination is grayed out then it is unavailable to lock.
Changing the year and quarter on the "Lock Quarters" section does not change the current year and quarter in the system; it is used only to view and set locks.
Rolling Quarters (Quarter Maintenance)
In the top part of the Quarter Maintenance section of the screen, you will see two year/quarter combinations:
- The current year and quarter for processing
- The year and quarter it rolls forward to
To roll quarters forward (aka quarter move or bump), click the [Move Quarters/Create New Current] button. You cannot roll forward until edits are complete and deliverables have been created for the current quarter. The button is disabled (grayed out) until those conditions are met. Once the button is enabled click it to create a new system current quarter. Appropriate data for each account will be loaded to the new quarter.
Archiving Quarters
This screen allows you to archive the oldest quarter to a file. The year/quarter combination displayed in the bottom portion of the "Quarter Maintenance" section is the quarter available for archiving. If the [Archive Oldest Quarter on File] button is disabled (grayed out) then archiving is not possible. The most likely reason for this is that the system always requires six quarters of old data. Each state can choose the number of quarters it would like on the WIN-202 system before archiving. Note: The total number of quarters is limited by disk space.
Click the [Archive Oldest Quarter on File] button to start a batch job that can be monitored using the Batch Manager. A job description will look like the following: "Archive Qtr yyyy/q") where "yyyy" and "q" are year and quarter, respectively. The oldest quarter is archived to the \win202\reports directory and then deleted from the WIN-202 System. When completed you can copy the file to tape or CD.
Database Sub-Tab
The database dump should be done in conjunction with a database reload. This helps defragment data which becomes scattered on your hard disk over time. It may also be used to increase the size of your database if necessary. Typically, the system developer would initiate this option and you would rarely dump the database yourself.
When dumping the contents of the database, the following directory must exist on your server: \win202\dumpdata. Delete all old data files from this directory before dumping the database. Click the "Database" tab and click the [Submit Job] button to dump the database. Monitor the process using the Batch Monitor. Periodically, the system developer will issue instructions on reloading data.
