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The academic year transition process for School Data Sync (SDS) consists of the following steps:
Review Sync end date
Three weeks before the school year ends, review the Sync end date for your connect data configuration by navigating to Sync | Configuration | Connected data tab.
You can find the Sync end date on Sync | Configuration | Connected data tab in the Source configuration section.
Clean up tenant
Two weeks after the school year ends, clean up the tenant from the prior year.
Clean up your tenant every year to maintain a healthy tenant and keep administration manageable. We advise running standard clean-up after sync end date is reached. To perform a group clean-up:
- Generate a section usage report
- Modify section usage report for only classes you want to clean up
- Upload the report to the SDS Admin Center
- Select desired option (Expired/archived) and then run the cleanup
For detailed information:
We also recommend that you perform school Security Groups and Administrative Units cleanup.
Prepare for the new school year
Ten weeks before the school year starts, prepare the tenant for the upcoming school year.
After your tenant is cleaned up, it's time to prepare for the next school year.
Note
The following process doesn't require you to re-create your Manage data to Microsoft 365 configurations. The existing provision types and configurations persist after the following steps are completed. The next run starts processing the new academic session data based on your defined configurations. This makes the process easier, faster, and reduces complexity.
Prepping your connected data:
If using CSV:
- We recommend that you perform an initial inspection to ensure all the files are provided. Review that the expected files and columns are present and named correctly.
- If you're using Power Automate to upload CSV data, you should set the Power Automate flow to pause.
- If you're using Power Automate to upload CSV data, after the transition steps are completed, you'll need to edit the Power Automate flow configuration to update the 'Id' value before setting the Power Automate flow to resume.
If using API:
- Validate that the connection is available.
- If you updated your Client ID, make sure you have it available to update the connection credentials.
- You need to supply your Client Secret.
Launch the new school year
Two weeks before the school year starts, launch the new school year.
To access the SDS Admin Portal, launch your web browser. Navigate to sds.microsoft.com, and then sign in using your Microsoft 365 Global Administrator account.
- Begin Academic Session transition
- Plan training
- Review new service add-ins
- Allocate/Plan resources for Back to School launch
For support
If you need assistance:
- SDS Support- https://aka.ms/sdssupport
Next steps
Next, let's take a look at Microsoft Teams and Microsoft 365 groups.