STARS

1. STARS Schedule Tracking Attendance Reporting System RichardDews

2. Mission Utilizing MABLE system data, enable student schedule tracking, attendance reporting, and staff notification of significant events.

3. Challenge OPI’s MABLE system has static reporting, schedule tracking, and attendance reporting options. Data is not necessarily available on the program’s or users’ terms.

4. Solution Obtain MABLE data though reports and automated nightly scraping scripts. Create a new system in MS Access, with Visual Basic programming and forms, for local presentation / query / reporting.

5. We have to enter all data into MABLE. How do we get it back out, so that we can reformat it to our needs?

6. Schedule info is not available on MABLE canned reports. We have to enter each enrolled student record, through the locator,

7. Schedule info is not available on MABLE canned reports. We have to enter each enrolled student record, through the locator,

8. Schedule info is not available on MABLE canned reports. We have to enter each enrolled student record, through the locator, and gain summary

9. Schedule info is not available on MABLE canned reports. We have to enter each enrolled student record, through the locator, and gain summary and classes info.

10. Attendance info is available on MABLE canned reports. We also have to query each distinct site.

11. These canned MABLE reports give us raw data, which must be reformatted to suit our needs. Sites must be then glued together.

12. MABLE does provide much desired data – especially the Student ID and proper first/last name splits - on the Student Data Table report.

13. This report is provided in Excel format, which may then be pruned to our needs.

14. Billings Adult Education previously developed its own MS Access system (Local SIMS) to provide student schedule management and attendance reporting.

15. Local SIMS reached end-of-life when OPI’s MABLE was brought on-line.

16. In the interim, since Local SIMS termination, many staff created their own attendance and schedule tracking systems using Excel spreadsheets.

17. Daily attendance tracking and reporting • Daily student lists • Current Site • PAI • EFL • Goals • Counselor • Accumulated hours info • Schedule history A new networked, centralized MS Access system was envisioned. It must provide:

18. Additional requested functionality included graphing, and triggered staff notification of significant events.

19. STARS development was commenced in the 4th quarter of 2009. Attendance By Instructor was the first form prototyped.

20. Its function included an alphabetized multi-selectlistbox, containing all instructor names.

21. Selecting one or more instructors will place their respective classes - periods taught into the Classes multi-selectlistbox.

22. Selecting one or more classes - periods will place their attended dates into the Attendance Dates multi-selectlistbox.

23. Selecting one or more attendance dates places their respective present students into the Students single-selectlistbox.

24. Select one student, from the Students listbox, and double-click or press the Open Detail button, to launch the Student Attendance form.

25. The Student Attendance form is a pictorial monthly calendar, displaying the student’s attendance for any selected class-period(s).

26. Select one or more class-period(s), to display the student’s respective attendance for that class-period(s).

27. All respective attended dates, since Program Year inception, are listed in descending order in a scrollable listbox.

28. Cumulative attended hours, for the class-period(s), are totaled for the Program Year and displayed here.

29. Select different or multiple class-periods to show their respective attendance.

30. Quantity of hours credited or obligated are depicted to the right of each class entry.

31. Colors are used to depict attendance and schedule obligation qualities.

32. Colors are used to depict attendance and schedule obligation qualities: Black –Obligated by schedule, present entire period

33. Colors are used to depict attendance and schedule obligation qualities: Orange –Obligated by schedule, present for less than the entire period

34. Colors are used to depict attendance and schedule obligation qualities: Red –Obligated by schedule, absent entire period

35. Colors are used to depict attendance and schedule obligation qualities: Pink –Obligated by schedule, but a future date

36. Colors are used to depict attendance and schedule obligation qualities: Green –Present, but not scheduled

37. Colors are used to depict attendance and schedule obligation qualities: Blue –Holiday or Vacation; excused

38. Select different months, using left / right buttons, to see other monthly attendance calendars.

39. Select different months, using left / right buttons, to see other monthly attendance calendars.

40. Scroll to see the remainder of the monthly attendance calendar.

41. Scroll to see the remainder of the monthly attendance calendar.

42. Press the Print button, to print a one month pictorial calendar of attendance showing the selected class-period(s). Print to Adobe Acrobat for fitting on a page.

43. Press the Print button, to print a one month pictorial calendar of attendance showing the selected class-period(s). Print to Adobe Acrobat for fitting on a page.

44. Choose a different student, from the drop-down combo-box, if desired.

45. Or, press the Open Schedule button to view the student’s current and past schedule configurations.

46. There is a multitude of consolidated data on the Class Scheduling form.

47. Student Name.

48. Start Date.

49. Effective Date. This is a new construct, qualifying the date which the new schedule configuration becomes effective or obligated.

50. Site.