Aeries Web Version can be utilized to schedule regular imports of NSLP (National School Lunch Program) data into the Aeries database Free and Reduced Lunch (FRE) table. The NSLP data file must be a comma-delimited (.csv) file. Once the scheduled imports are set up, districts will need to ensure that the NSLP data file is refreshed prior to the next scheduled import; otherwise, the same data file will be re-imported. Files may also be imported manually on demand.
Aeries Web Version Administrators can access the NSLP Import page in the School Info | Imports and Exports node of the Navigation Menu. This page defines where the NSLP file will be stored, the name of the file, and the scheduled day(s) and time for the import to run. There is also a button to import the NSLP file immediately. Once all selections have been made, click on the SAVE button.
NOTE: Once the scheduled import is set up, districts will need to ensure that the NSLP Data file is refreshed prior to the next scheduled import; otherwise, the same data file will be re-imported.
Manual Import ↑
A one-time manual import is available. To do an import, check the box at the top of the form, then browse to the file on the local computer, then click Upload. After the process runs, both the currently logged in user, as well as the email address set in the scheduled process section will receive an email when it's complete with summary information.
NSLP Logic Settings ↑
New settings are available on the NSLP Import Configuration page and will be enabled by default. These setting options were added to allow more control over Free and Reduced Meals (FRE) records.
- Remove Records Without Start Date - Automatically deletes FRE records with no start date.
- Delete Overlapping Active Duplicates - Automatically deletes records if the incoming code matches any existing FRE records where dates overlap in the current year.
- Set End Date to Day Before Incoming Start - Automatically adds/updates the end date for existing FRE records if the incoming code date overlaps the existing record in the current year.
NOTE: Any FRE records created through the Parent Data Confirmation Income Survey are no longer considered by this import and will not be modified.
NOTE: There is no difference in the file format between the manual import and the scheduled process import. Once the file gets uploaded, it will be processed just as it does with the scheduled process.
Since this logic no longer considers FRE records that have a source code of FRE.SRC = PDC, it's important to review the data regularly and check the email summaries to review records that have logic changes occurring.
CALPADS Extracts - Other OptionsFRE SPRG
Summarized Emails ↑
An email will be sent to the logged in user and the email address in the configuration page. The email will include 3 attachments.
- NSLP_ImportedRecords - lists all the records from the NSLP Data file that were matched to students in the Aeries system.
- NSLP_NotInFile - lists the active (i.e., current school year) records in the Aeries Free and Reduced (FRE) table that were not updated during the NSLP Import because either no matching records or no overlapping records were present in the NSLP Data File.
- NSLP_Errors- lists records from the NSLP Data file that have errors and cannot be processed. Corrections should be made in the system that houses the NSLP data, and a new NSLP Data file should be extracted so that these students can be matched in the Aeries system. Some errors include:
- Invalid NSLP Code - please review this record
- Existing FRE Record - end date added
- Existing FRE Record deleted - coincided with or overlapped another record
- Existing FRE Record deleted
- Existing FRE Record deleted - no Start Date!
File Location Options ↑
The location of the NSLP data file must be identified in the NSLP Import Configuration page in order to do a nightly automated upload.
The file can be stored in a Shared Folder within the district’s network, or on a Secure FTP site.
In the below example the NSLP file is stored in a shared folder called "myshare" that resides on a server called "myserver".
NOTE: If the file will be stored in a share on a server other than the Aeries Reporting server, districts will need to ensure that the Aeries Reporting Service has sufficient NTFS permissions to the share. This is typically accomplished by granting permissions to the machine account of the Aeries Reporting server. The Modify permission is appropriate for this purpose because, in addition to reading the data file, the process will save the completion report files to the shared folder.
To use a secure FTP (sFTP) site, select the NSLP files are stored on a Secure FTP option. The UNC Filepath will be replaced with the sFTP server and login information. Enter the sFTP Server Name or IP address, the sFTP Port, the directory where the NSLP file will be stored, and a user name and password that has access to read the file.
Data File ↑
After the File Location has been defined, the file name of the NSLP file that will be imported needs to be entered. Enter the file name that will be used to identify the NSLP Data file.
Scheduled Process ↑
To automate the NSLP import on a weekly or daily basis, select the Days of the week and the Time of day to run the import process. The time can either be typed in or selected from the time dropdown.
Enter an email address in the Email Address field that will receive a completion report once the import process has completed. Multiple email addresses can be entered, separated by commas.
In the below example the scheduled NSLP Import will run every weekday Monday through Friday at 11:00 PM.
By default the scheduled NSLP import is Disabled. To turn on the scheduled process click the Enable Scheduled Process button.
After enabling the scheduled NSLP import the Status will change to Enabled, and the button will change to Disable Scheduled Process so that it can be turned off again if needed.
NSLP File Layout ↑
The required layout of the NSLP file is provided on the NSLP Import Configuration page itself, as shown below. The first row of the data file must use the column headers as listed in the File Layout. Although all columns are required, not every column needs to be populated with values. To accommodate capabilities of different nutrition services systems, a minimum of one of the following matching criteria must be populated:
- LAST_NAME, FIRST_NAME, BIRTHDATE
For example, the SSID may be blank as long as one of the other matching criteria is populated. The SSID column would still need to exist in the data file, even though the values would be blank.
Sample NSLP Data File:
Saving the Configuration Page ↑
After all selections have been made to the NSLP Import Configuration page, click on the Save button. A message will display briefly notifying you that the settings have been saved.
Import NSLP File ↑
In some circumstances the NSLP import may need to be run immediately. This can be used to test the automated import process. Click on the Import NSLP File button to immediately run the NSLP import and send the completion results email to the Email address(es) defined on the NSLP Import Configuration page.