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Employee MIS Reporting

Learn about Employee MIS reporting, data flow, common errors, and security access at the 3CBG Conference on October 23rd and 24th. Gain insights on utilizing employee data effectively for federal reporting, staff diversity, and more.

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Employee MIS Reporting

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  1. Employee MIS Reporting 2006 CONFERENCE October 23 & 24

  2. Employee Data Uses • Federal IPEDS reporting • Full-time Faculty Obligation • Annual Staffing Report • Technology II Funding • Faculty and Staff Diversity • Part-time faculty compensation analysis • Collective Bargaining Database • Research Questions 3CBG Conference - October 23rd and 24th

  3. Timeline • 30 days after end of term • 30 days after end of spring term • Due September 1st • Due October 1st • Due October 1st • Opens November 1st • Due by January 15th • Term . . . . . . . . . • Calendar . . . . . . • Program Award . • Financial Aid . . . • Assessment . . . • Employee Data . Resubmissions as needed 3CBG Conference - October 23rd and 24th

  4. Data Flow 1 2 MIS Dept At Districts Data Entered Into System 5 Data Re-Submit Data Source 3 Data Review 4 Chancellor’s Office Data Base (Data Mart and Reports) User Reviews Data 4 External Entities DOF, Newspapers, Legislature, etc. Good Data at the Source = Accurate View of Your College Good Decisions Quality Services to Students Data Pull

  5. Database Relationships Emp. Assign. EOPS Emp. Demo. DSPS Matric. Student Demographics (SB) VTEA Calendar Assignments Enrollments (SX) Sessions PBS Sections Pgm. Awds. Courses Fin. Aid Cal WORKs Assess. 3CBG Conference - October 23rd and 24th

  6. Data Element Dictionary • Describes the Data for an Area • Contains the Domain Statement • Lists Valid entries into the Data Element • Should be used by the Area Owner and MIS • No Password Required 3CBG Conference - October 23rd and 24th

  7. Employee Data is composed of Two Components • Demographics • Work Assignments 3CBG Conference - October 23rd and 24th

  8. EB + EJ = Fall EB + XE = Term Term Data Fall Collection 3CBG Conference - October 23rd and 24th

  9. What’s the Difference? Fall Data Vs. Term Data Fall Data: • Anyone who works at the College or District. • Did not have to teach a class. Term Data: • Anyone who taught a class for that term • Does not have to be a teaching faculty member • Librarian, Support Staff, etc. that taught a course 3CBG Conference - October 23rd and 24th

  10. EB00: Employee Identifier • Uniquely Identifies an Employee at a DISTRICT. • Recommendation: Highly Recommended Always use the SSN as the Employee Identifier. Why? • Identifying “moonlighters” • Identifying “freeway flyers” 3CBG Conference - October 23rd and 24th

  11. Common ErrorsCause/Solution 2006 CONFERENCE October 23 & 24

  12. “Employee Does Not Have A Demographic Record” • Cause: Employee does not have a record in the EB File. The work assignments can’t be posted. • Solution: • Generate an EB record for the employee. • May have been rejected in syntactical edits • Resubmit (EB) Demographic File. • Resubmit Work Assignment Files (EJ/XE) 3CBG Conference - October 23rd and 24th

  13. “Invalid EJ01 for EB08=T, A, C, R” • Cause: Entered the wrong Assignment Type(EJ01) for the Classification (EB08). • Solution: • Determine the correct Assignment Type and Classification. • Update the EJ01 and/or EB08 record(s). • Resubmit the EB File. • Resubmit the EJ File. 3CBG Conference - October 23rd and 24th

  14. “Employee Does Not Have an Assignment” • Cause: A Demographic record (EB) was submitted but the Assignment record (EJ) was not. • Rule: Every demographic record must have an assignment record. • Solution: • Generate an Assignment record(s) for the employee. • May have been rejected in syntactical edits • Resubmit the Assignment File (EJ). 3CBG Conference - October 23rd and 24th

  15. District & Statewide Reporting 2006 CONFERENCE October 23 & 24

  16. Security Access - Provided to the CISO of each College

  17. Employee Data Reports • Syntactical & Referential • Demographic • Full-time Obligation Detail / Summary • District Staffing Report • Statewide – Detail / Summary 3CBG Conference - October 23rd and 24th

  18. District Name

  19. Full-Time Faculty Obligation Specifications:

  20. Statewide Report Detail / Summary Located at the CCCSO Website Available early spring of each year Let’s Surf the Web!! 3CBG Conference - October 23rd and 24th

  21. DARE to CARE! …… About a quality MIS Data Submission 3CBG Conference - October 23rd and 24th

  22. Questions? 3CBG Conference - October 23rd and 24th

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