1 / 57

MIS REPORTING & Reports from MIS Preliminary Job Group

MIS REPORTING & Reports from MIS Preliminary Job Group. Becky Phillips ARC February, 2006. MSI Reporting & Reports from MIS Preliminary Job Group. What is MIS Reporting? What are the reports of the MIS Preliminary Job Group MG001R? Will not be covering the 6/2 Match reports today

mcgough
Download Presentation

MIS REPORTING & Reports from MIS Preliminary Job Group

An Image/Link below is provided (as is) to download presentation Download Policy: Content on the Website is provided to you AS IS for your information and personal use and may not be sold / licensed / shared on other websites without getting consent from its author. Content is provided to you AS IS for your information and personal use only. Download presentation by click this link. While downloading, if for some reason you are not able to download a presentation, the publisher may have deleted the file from their server. During download, if you can't get a presentation, the file might be deleted by the publisher.

E N D

Presentation Transcript


  1. MIS REPORTING & Reports from MIS Preliminary Job Group Becky Phillips ARC February, 2006

  2. MSI Reporting & Reports from MIS Preliminary Job Group • What is MIS Reporting? • What are the reports of the MIS Preliminary Job Group MG001R? • Will not be covering the 6/2 Match reports today • FTEF Distribution & Computation Process Pre-Edit Error Report (SR2901A) • Quarterly Staff/Class Schedule Reconciliation (SR2904) • FTEF Distribution & Computation Process Pre-Edit Error Report (SR2901B) • What do the error messages mean?

  3. What is MIS Reporting? • Production jobs that extract and edit student, enrollment, class and staff data for the quarter • The data is sent electronically in files to the system MIS (Management Information System) databases on the SBCTC’s HP3000 • Each quarter’s reporting data is final after your college has released the data to SBCTC

  4. MIS Reporting Calendar • Posted on SBCTC’s web site • Important reporting dates • Check it frequently • Have your SMS job scheduler schedule the requested jobs on the dates listed on the calendar

  5. Standard Policy and Procedures Manual • Source of MIS reporting rules • Chapter 5 covers course coding, student, and enrollment counting • Located on SBCTC’s web site

  6. What does SBCTC do with the MIS Data? • Primary source for SBCTC Data Warehouse • Used for executive policymaking and decision support • Funding, enrollment allocation, enrollment forecasting, research, mandated studies by statute

  7. What external agencies is the data reported to? • Office of Financial Management • Higher Educational Personnel Board • Higher Educational Coordinating Board • Workforce Training Education Coordinating Board • Washington State Legislature • Department of Education

  8. SMS Reporting Steps • Schedule the MIS Preliminary job group, MG001R, often through out the quarter to edit your SMS data. • Make the appropriate changes to your SMS data to correct MIS errors. • Schedule the MIS Finals job group, MG003Q, during the time period listed on the MIS Reporting Calendar.

  9. Reports of MIS Preliminary Job Group, MG001R • Use them to clean up data prior to final reporting • Class data • Student data • Enrollment data

  10. SR9201J – MIS 1/2 Extract Invalid Codes • First job that edits the student’s quarterly biographic error • Errors are not necessarily “fatal”; student may still be reported if pass other reporting rules

  11. SR9201J – MIS 1/2 Extract Invalid Codes - Errors • Educational Program Code has not been approved by S.B.C.T.C • Occurs if student has F or G Intent and the EPC entered on SM700A has not been approved by S.B.C.T.C. • Intent is changed to Y during MIS Finals

  12. SR9201J – MIS 1/2 Extract Invalid Codes - Errors • Educational Program Code is not in Program Inventory Master. • Occurs if student is coded with K or H intent and the EPC on SM700A is not in the master program list maintained by S.B.C.T.C • No EPC or Program CIP will be reported

  13. SR9201J – MIS 1/2 Extract Invalid Codes - Errors • Invalid STU-INT will be set to Y (other) in extract file. • Occurs if student has an invalid or blank Intent on SM700A. • Valid Intents are A, B, D, E, F, G, H, J, K, L, M, X, or Y

  14. SR9202J – Count Tenth Day Enrollment • Determines which enrollments are eligible for state reporting. • Updates the Ten Day Enr field on Class Schedule screen, IS1002.

  15. SR9202J – Count Tenth Day Enrollment • Three types of errors • Coding – invalid or excluding • Dates – enrollment or class • Fee Pay Status – non-counting

  16. SR9202J – Count Tenth Day Enrollment • Coding Errors: • 01 The student's Residency Status is invalid • 02 The student's Fee Paying Status is invalid • 03 The student's biographic data is missing • 07 The student's class is not in the class schedule • 08 The class is canceled

  17. SR9202J – Count Tenth Day Enrollment • Coding Errors: • 12 The Continuous/Sequential Ind of class not 'C','S' or blank • 17 Warning. Student's credits are not equal to class credits • 18 Non-reportable Section; Section Status = 'Z' • 23 Fee paying stat is not valid with student's resident status • 27 The enroll count method of class is not 'C','S' or blank

  18. SR9202J – Count Tenth Day Enrollment • Date errors: • 09 The Start Date of class is after the Tenth Day of the class • 10 The Start Date of class is after Last Day of quarter • 11 The Tenth Day of class is after Last Day of quarter • 13 Add Date of student's class is after Last Day of quarter • 14 Add Date is after Tenth Day of class for a sequential class • 15 Drop Date is on/before the Tenth Day of a sequential class

  19. SR9202J – Count Tenth Day Enrollment • Date errors: • 16 Student dropped from continuous class before Last Day YRQ • 28 Entry date of student's class is after last day of quarter • 29 Entry date is after tenth day of a course-based class • 30 Exit date is on/before tenth day of course-based class • 31 Exit date is on/before student's 5th day in stu based class

  20. SR9202J – Count Tenth Day Enrollment • Fee Pay Status edits • 04 Senior Citizen (audit, space available) tuition waiver • 05 College Employee tuition waiver (space available) • 06 Unemployed tuition waiver • 19 Underemployed tuition waiver • 20 Classified state employee tuition waiver • 21 WSU branch employee tuition waiver

  21. SR9202J – Count Tenth Day Enrollment • Fee Pay Status edits • 22 'Running Start' student • 24 Fee Paying Status is '34' (not paid) • 25 Fee Paying Status is '35' (contract student) • 26 Senior Citizen (credit, space available) tuition waiver • 32 Clover Park Elective High School • 33 Lake Washington Otteson High School

  22. SR9202J – Count Tenth Day Enrollment • Fee Pay Status edits • 34 Bates Technical High School tuition waiver • 35 Native American non-resident waiver • 36 Bates Vocational Support • 37 Fee Paying Status is '55' (Alternative High School) • 38 Washington National Guard tuition waiver (space available)

  23. SR1202J –MIS 1 Report • Eight tables based on student and enrollment information. • Table 1: Quarterly FTES by Funding Source • Table 2: Student Headcount by Credit Hour Load • Table 3: Student Headcount by Sex Within Age Group

  24. SR1202J –MIS 1 Report • Table 4 – Transfer Students by Source • Table 5: High School Students by County of High School • Table 6: Student Headcount by Ethnicity, Sex & Credit Hour Load • Table 7: Student Headcount by Student Intent • Table 8: Student Headcount by Clock Hour Load

  25. SR2201J – MIS 2 Report • Edits the quarterly class record • Three kinds of edits: • Incomplete data in class record • Invalid codes • MIS reporting rules • R (Reject) appears in left hand column • Asterisks appear below field or fields in error

  26. SR2201J – MIS 2 Report • “R” indicates the class can not be reported because of errors • “S” indicates that course has not been approved • “!” indicates that the alternate section can not be reported because the lead section has rejected.

  27. Instructor ID Instructor Name Employment Status Funding Source 10th Day Enrollment Time-Location Days if Time-Location = 1, 2, 9, 0 Checked Fall Qtr only: Start Time if not arranged End Time if not arranged Building & Room if not arranged and Time-Loc = 1, 2, 9, 0 SR2201J – MIS 2 Report Incomplete data in class record

  28. SR2201J – MIS 2 Report • Invalid Codes – rare since the screens edit these codes • Institutional Intent • Employment Status • Team Taught • Consecutive/Sequential • Time Location • Days • Enrollment Count Methodology • Clock Hour Indicator

  29. SR2201J – MIS 2 Report • MIS Reporting Rules – Rejects • Course not approved for the quarter • Fee Pay Status of 80 or 99 and Funding Source of 1, 2 or 3 • Funding Source of 2 or 3 and no percent of external funding entered on CM5010. • Institutional Intent of 31 and Funding Source not 5

  30. SR2201J – MIS 2 Report • MIS Reporting Rules – Rejects • Institutional Intent is 21 and the EPC code attached to the course has not been approved for the college • Institutional Intent is 21, 22 or 23, the CIP assigned has a CIP Type other than F, L or M • CIP Type is C (community service) and class has Institutional Intent other than 31

  31. SR2201J – MIS 2 Report • Also provides a summary of FTES by Institutional Intent and Funding Source • 10th day FTES less R-Rejects (reported to SBCTC) – amount of FTES eligible to be reported as of the run date.

  32. SR2201J – MIS 2 Report • 10th day FTES (R-Rejects included/not reported to SBCTC) – amount of FTES for all classes that have 10th day enrollment including those that rejected • Total Enrollment (not reported to SBCTC) – amount of FTES for all enrollments in all the classes. Includes rejected classes and non-counting enrollments.

  33. SR1201 – Errors when Creating the MIS 1 File • Further edits the student’s quarterly biographic record • Students enrolled entirely in funding source 5 classes are not edited • Students with fee pay status of 10, 11, 21, 22, 33, 34, 51, 53, 56, 93, 94, 95, 96, 97, 98 are not edited

  34. SR1201 – Errors when Creating the MIS 1 File • Three types of errors • Informational – no action needed • Informational or Warning – you may want to enter appropriate data • Warning - automatic action will occur

  35. SR1201 – Errors when Creating the MIS 1 File • Informational Errors • Birthdate invalid? Calculated age is LT 12 or GT 85.99. • Student has more than 25 classes; 25 will be reported • Student has more than 99.9 credits; 99.9 will be reported • Student has more than 999.9 hours; 999.9 hours will be reported • Student is unreportable because all classes rejected

  36. SR1201 – Errors when Creating the MIS 1 File • Informational or Warning • Student’s STU-PURP-ATTND is blank • Student’s STU-FAM-STAT is blank • Student’s STU-PLAN-ATTND is blank • Student’s STU-WORK-ATTND is blank • Student’s STU-PRIOR-EDUC is blank • Student’s RACE code is invalid • Student’s HISPANIC code is invalid

  37. SR1201 – Errors when Creating the MIS 1 File • Automatic adjustment • Student’s STU-PRG-ENR is invalid; no CIP will be reported (the EPC is checked if the student has a quarterly intent of F or G) • Invalid STU-PURP-ATTND will be reported as “90” (Other) • Invalid STU-FAM-STAT will be reported as “90” (Other)

  38. SR1201 – Errors when Creating the MIS 1 File • Automatic Adjustments • Invalid STU-PLAN-ATTND will be reported as “90” (Other) • Invalid STU-WORK-ATTND will be reported as “90” (Other) • Invalid STU-PRIOR-EDUC will be reported as “90” (Other)

  39. SR1201 – Errors when Creating the MIS 1 File • Automatic Adjustment • Invalid STU-WORK-ATTND will be reported as blank – this error occurs if the student has a STU-WORK-ATTND of 80, 81, 82, 83, 84, or 85, (Dislocated Workers) and does not have one of the following: • Student intent of D, F, G, H, or J • Enrollment in at least one class with a CIP of 32.XXXX (Adult Basic Ed), 54.9999 or 98.0002 (Multi-Occup/Speciality Prog)

  40. SM4300J – Excess Enrollment • Each quarter, community colleges can designate some or all of their over state supported FTES target enrollments as excess enrollments • Only certain over enrollments are eligible to be excess enrolled

  41. SM4300J – Excess Enrollment • Eligible enrollments: • Enrollment in a state supported class • Student has the resident Fee Pay Status (01) in all state supported classes • The state supported classes have a blank or 01 fee pay status • No enrollment override of the fee pay status

  42. SM4300J – Excess Enrollment • Eligible enrollments: • Student’s enrollments count in the 10th day enrollment count of all his or her state supported classes • Student’s state supported class all count for MIS reporting

  43. SM4300J – Excess Enrollment • Eligible enrollments: • Student paid their own tuition • No financial aid • No waivers • No payment using a FAPC • Student can have one or more enrollments that are selected for excess enrollment and some that aren’t

  44. SM4300J – Excess Enrollment • Two reports generated • SM4300 – Excess Enrollment Exclusion List – what eligible enrollments were not selected and why • SM4301 – Excess Enrollment Summary – headcount, FTES and estimated tuition of eligible enrollments

  45. SM4300J – Excess EnrollmentSM4300 - reasons for exclusion: • Student’s resident tuition payment is < estimated tuition – either the student hasn’t paid the total tuition estimated by the job or hasn’t paid by either cash, check or credit card • Start date of class > start date parameter • State support class is not reportable • Student is enrolled for 0 credits

  46. SM4300J – Excess EnrollmentSM4300 - reasons for exclusion: • Student is enrolled in a continuous class – SM4300-INCL-CONT set to N • Student has dropped this state support class • Enrollment in state support class is not reportable • Non-state supported class and enrolled fps = 01 • Student is enrolled in supplemental or shared funded class • State supported class and enrolled fps not = 01

  47. SM4300J – Excess Enrollment • SM4301 – Excess Enrollment Summary • Job scheduling criteria • Headcount, FTES and estimated tuition of eligible enrollments • Remaining eligible FTES and estimated tuition

  48. MIS 1/2 Reports • Informational reports in different formats • SR1204J – MIS 1/2 Roster • SR1205J – MIS 1/2 Non-Counting Enrollment • SR1206J – MIS 1/2 Non-Counting Enrollment Roster • SR1207J – MIS 1/2 Student Check List

  49. SR1204J – MIS 1/2 Roster • Class roster list • Classes with non-counting enrollments are identified with astericks (****) • Non-counting students based on enrollment dates are identified with asterisks (**) • Non-counting students based on enrollment Fee Pay Status are identified with pound signs (##)

More Related