MIS REPORTING & Reports from MIS Preliminary Job Group

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

6. 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

7. 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

8. 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

9. 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.

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

11. 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

12. 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

13. 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

14. 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

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

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

17. 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

18. 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

19. 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

20. 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

21. 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

22. 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

23. 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)

24. 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

25. 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

26. 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

27. 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.

28. 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

29. 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

30. 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

31. 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

32. 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.

33. 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.

34. 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

35. 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

36. 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

37. 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

38. 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)

39. 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)

40. 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)

41. 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

42. 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

43. 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

44. 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

45. 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

46. 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

47. 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

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

49. 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

50. 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 (##)