Certica Products

How to Decommission a district

Updated Mar 24, 2021

How to Decommission a district. 

Ensure the ticket is in the name of someone at the district

It might be in Wendy's name so you'll need to change it to a district contact's name.

Ask the district to uninstall the Certify Data Gateway Agent.
(If they do not uninstall it then it will continue to check-in with our systems and fill up our logs.)

Here is a sample email you can use:

We are decommissioning your district for Certify usage today. Are you able to uninstall the Certify Data Gateway Agent from (you can find the name of the DGA computer on their SF District Page, in the Client Services Notes section)? This will remove it from that computer and stop it from checking in with our systems. To remove it, please do the following:

1. On (THE DGA COMPUTER NAME GOES HERE), right-click and Run As Administrator the C:\Program Files (x86)\Data Gateway Agent\uninstall.exe file,

2. Click through the uninstaller,

3. If it uninstalls without issue, great. If it does not, click through to complete the uninstall and then go back and manually delete the C:\Program Files (x86)\Data Gateway Agent folder,

4. Confirm the two "Data Gateway Agent..." Windows Services are deleted.

Thank you so much for being a customer. Please keep us in mind for future data validation.

Remove district from Data Gateway Manager Agent List: 

1. Go to the district's Agent>Acquisition>Data Source. Delete all the Data Uploads. 

2. Go back to the Acquisition page and delete the Data Source. 

3. Go back to the district's Agent page and delete the Acquisition. 

4. Repeat 2 - 4 for any other acquisitions for this Agent. 

5. On the district's Agent page, delete the Agent Parameter Values (if they are at the Agent level). 

6. Delete the district's Agent. 

7. Go to the Customer List page and find the district's Customer record. If parameters have been defined at the Customer level, then delete them here. 

8. Delete the district's Customer record. 

For districts in California who use CertifyCALPADS File Loader:

1. Go to the proper instance of CertifyCALPADS Loader (e.g., CA, CEE, etc.)

2. Find users for this district (you can export a list of users from NextGen to see who has access to CALPADS).

3. Remove all users from this district from CertifyCALPADS File Loader.

NOTE: If this step is NOT done and the customer comes back, you won't be able to add these same users back to the CertifyCALPADS File Loader (CA-6847)

Update Draft:

For districts in California who use CertifyCALPADS File Loader:

1. Go to the proper server of the instance of CertifyCALPADS Loader (CPCAEPCAC-SQL01 or CPCEEPCEC-SQL01

2. Go to [CertifyCALPADS].[dbo].[CalpadsImportUser] and right-click to select Edit Top 200 Rows.

3. Filter by NCESLEAID to find a list of users who had access to CALPADS File Loader.

4. Delete each row of users as this table is not updated after deleting the user in NextGen.

NOTE: If this step is NOT done and the customer comes back, you won't be able to add these same users back to the CertifyCALPADS File Loader (CA-6847)

In Next Gen:

Delete users. 

1. Export user list, set all users to REMOVE, import user list to remove all users.

In Next Gen:

Delete District

1. Find the District in the Customers list on the left side of the Certify-NextGen page

2. Highlight the district.

3. Select delete (the minus sign from the upper right corner) in the district list.

5. Confirm district and type DELETE.

6. Submit

7. Go to Certify and check for any orphaned or non-daily schedules, notifications, or groups and delete them.

Update Salesforce district's page (Certify License & Deployment Information): 

1. Hosted Certify Implementations, 

2. CRL Rolled Out, 

3. State Reporting Rolled Out, and 

4. Certify Hosted Environment.

5. Find all contacts listed as Certify Administrator and remove the Certify Administrator role. (Maybe not?)

Let Martin know to remove this district from the Overnight Processing Report.

Remove Prescriptions

Prescriptions Solution here: https://certicasolutions.freshdesk.com/a/solutions/articles/36000206959 

In Jira: 

1. Create a Story to remove the district's input databases. 

2. If there are any entries in the CERTIFY_PLATFORM_MONITORING.GOOD_DOMAIN_COMBOS table then include a request to remove them in the same Jira Story. (As a reminder, this table is used for Bad Email/Domain Combos as listed here.).

2. No Labels

3. Assign Jira ticket to Product Manager (Keith D. Brown).

***Old process***

In Current Certify (for the district's instance): 

10. Go to Administration>Notifications>Notification Groups, delete all the district's notification groups. 

11. Go to Administration>Notifications>Notification Definitions, delete all the district's notification Definitions. 

12. Set Project to Certify Rule Library. Go to Project>Observations. Delete all observation schedules for the district under each observation. 

13. If the district is in CA or TX, set Project to CALPADS (if CA) or PEIMS (if TX). Go to Project>Observations. Delete all observation schedules for the district under each observation.

14. If a district is in CEE, set Project to District specific project i.e XXX Certify Rule Library. Go to District Project>Observations> district XXX Rules Review. Delete observation schedule under observation.  

15. Set Project to Usage Tracking. Go to Project>Observations. Delete observation schedule for the district under Customer Usage Reports observation. (Please note that this does not exist for all districts!)

16. Go to Administration>Report Configuration. Set Project to Certify Rule Library. Set Variable to NCES_LEA_ID. Delete the district (this will also delete the children School variable records). 

17. If a district is in CA or TX, set Project to CALPADS (if CA) or PEIMS (if TX). Set Variable to District. Delete the district.

18. If a district is in CA or TX, set Variable to NCES LEA ID. Delete the district (this will also delete the children School variable records). 

19. Delete all the district's user records from the front end.

20. If a district is in CA, set Project to SEIS. Go to Project>Observations. Delete all observation schedules for the district under SEIS observation.

21. Let Martin know to remove this district from the Overnight Processing Report.

22. Update the Salesforce fields in the “Certify License & Deployment Information” section so it doesn’t look like the account is still active in our environment

**REJECTED**

In SQL:

1. Go to the proper instance of SQL for this customer 

2. Remove all records from CRL_SUMMARY.dbo.CERTIFY_RULE_EXCEPTION for this district' NCES_LEA_ID

3. Remove all records from CRL_SUMMARY.dbo.CERTIFY_RULE_EXCLUDE_VARIABLE for this district's NCES_LEA_ID

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