Maintaince Tasks - Zodiac-Data-System/wiki GitHub Wiki

Critical Administrative Tasks

This document outlines essential periodic maintenance tasks for the Zodiac Data System. Following these procedures on schedule ensures system integrity and continued operation.

Fiscal Year Rollover (September 1st)

Updating PVSA Volunteer Hours Rollup Field

The Presidential Volunteer Service Award (PVSA) minutes rollup field must be modified at the beginning of each fiscal year to ensure accurate hour tracking and reporting.

Prerequisites

  • Administrator access to Microsoft Power Apps
  • Knowledge of the Contact entity structure
  • Backup of current system configuration

Procedure

  1. Log into Power Apps Admin Center

    ![Power Apps Admin Login] [Screenshot placeholder: Power Apps login screen]

  2. Navigate to Zodiac Solution

    • From the left navigation panel, select "Solutions"
    • Locate and click on "Zodiac System"

    ![Solutions Navigation] [Screenshot placeholder: Solutions list with Zodiac highlighted]

  3. Locate Contact Entity

    • Within the solution components, filter or scroll to find "Entities"
    • Select the "Contact" entity
    • Click "Fields" in the entity navigation

    ![Contact Entity Fields] [Screenshot placeholder: Contact entity fields view]

  4. Modify PVSA Minutes Rollup Field

    • Locate the field named "PVSA_Minutes_Rollup"
    • Click to edit the field properties

    ![PVSA Rollup Field] [Screenshot placeholder: Field properties panel]

  5. Update Fiscal Year Filter

    • In the field definition, locate the "Filter Criteria" section
    • Update the date range to reflect the new fiscal year:
      • Change createdon >= 9/1/[PREVIOUS_YEAR] to createdon >= 9/1/[CURRENT_YEAR]
      • Change createdon < 9/1/[CURRENT_YEAR] to createdon < 9/1/[NEXT_YEAR]

    ![Filter Criteria Update] [Screenshot placeholder: Filter criteria editor with highlighted date fields]

  6. Save and Publish Changes

    • Click "Save" to store your changes
    • Click "Publish" to make the changes active in the system
    • Verify the updated field behavior by checking a volunteer record with recent activity

    ![Save and Publish] [Screenshot placeholder: Save and publish buttons]

  7. Verify Rollup Calculation

    • Navigate to a test Contact record
    • Confirm the PVSA_Minutes_Rollup field correctly calculates hours only from the new fiscal year
    • Check several different volunteer profiles to ensure consistent behavior

    ![Verification Example] [Screenshot placeholder: Contact record showing correct PVSA minutes calculation]

Power Pages Web Key Renewal (February 2nd)

The Power Pages portal requires annual web authentication key renewal to maintain continuous service.

Prerequisites

  • Administrator access to Microsoft Power Platform admin center

Procedure

  1. Log into Microsoft Power Platform Admin Center

    ![Power Platform Admin Center] [Screenshot placeholder: Power Platform Admin Center login]

  2. Access Auth Key Section

    • From the left navigation menu, select "Resources" → "Power Pages Site"
    • Select the site (PVSA Hour Input) for which you want to manage the website authentication key.

    ![Licensing Navigation] [Screenshot placeholder: Resources menu with Capacity highlighted]

  3. Renew Authentication Key

    • Select Update Key
    • Select OK in the message. The update process starts, and a message is displayed.

    ![Power Pages License] [Screenshot placeholder: License table with Power Pages entry highlighted]

  4. Verify Expiration Date

    • Note the verification date and remember to renew it next year

  5. Troubleshooting

Dev Environment Renewal (When Inactive)

  • When the developer environment (the environment that starts with your name) wasn't frequently used, it might be disabled by Microsoft and potentially deleted. Therefore it is crucial to re-enable it.

error of disabled environment

Fiscal Year Automatic Update Verification

Although the fiscal year should update automatically on September 1st, it's important to verify this critical system parameter.

Prerequisites

  • Administrator access to Power Apps
  • Understanding of system configuration settings

Procedure

  1. Log into Power Apps Admin Center

    ![Power Apps Login] [Screenshot placeholder: Power Apps admin login screen]

  2. Access Environment Settings

    • Select the Zodiac production environment
    • Click "Settings" in the top navigation

    ![Environment Settings] [Screenshot placeholder: Environment settings menu]

  3. Navigate to Fiscal Year Settings

    • In the settings panel, select "Business" → "Fiscal Year Settings"

    ![Fiscal Year Navigation] [Screenshot placeholder: Business settings with Fiscal Year Settings highlighted]

  4. Verify Current Fiscal Year

    • Check that the displayed fiscal year matches the expected value:
      • After September 1st, should show current calendar year
      • Before September 1st, should show previous calendar year
    • Confirm start date is set to September 1st
    • Verify end date is set to August 31st of the following year

    ![Fiscal Year Verification] [Screenshot placeholder: Fiscal year settings showing correct dates]

  5. Check Automatic Update Configuration

    • Verify that "Automatic Fiscal Year Update" is enabled
    • Confirm the trigger date is set to September 1st

    ![Automatic Update Settings] [Screenshot placeholder: Automatic update configuration panel]

  6. Test with Sample Reports

    • Run a financial report that is fiscal-year dependent
    • Verify the date ranges in the report match the expected fiscal year
    • Check that data is segmented correctly by fiscal year

    ![Sample Report Testing] [Screenshot placeholder: Report with correct fiscal year ranges]

  7. Document Verification

    • Record the date of verification
    • Note any discrepancies found and corrective actions taken
    • Update system documentation if any settings were modified

Troubleshooting

PVSA Minutes Rollup Issues

  • If rollup calculation appears incorrect:
    • Check for syntax errors in the filter criteria
    • Verify field relationships between Contact and Session entities
    • Rebuild indexes if calculations are inconsistent
    • Check for custom plugins that might affect the rollup behavior

License Renewal Problems

  • If license renewal fails:
    • Capture any error messages
    • Verify payment method is valid and has sufficient funds
    • Contact Microsoft Support with your Agreement Number
    • Consider using emergency temporary licenses if available

Fiscal Year Update Failures

  • If fiscal year doesn't update automatically:
    • Check system logs for failed automation attempts
    • Verify server time zone settings
    • Manually trigger the fiscal year change if necessary
    • Review Power Automate flows related to fiscal year processing

Contact Support

If you encounter issues with any of these procedures that you cannot resolve:

Last Updated: May 3, 2025