Client Reporting State Called Meeting

1. Center for Health Sciences Auditorium Northcentral Technical College Wausau, WI April 24, 2013 Client ReportingState Called Meeting

2. Client Reporting State Called Meeting • Welcome • Housekeeping • Handouts on Table • Single page handouts are printed back to back with others to save paper • All are available online • Lunch will be in Auditorium • Purpose: Provide information and receive feedback on Client Reporting related topics • Agenda Review • Please replace any agendas you printed. It has been revised as of late yesterday afternoon. • Powerpoint is not printed out. The same text is in the detail pages of the agenda. It is in the handout online.

3. Client Reporting State Called Meeting General Reporting Information • Year-end submission process starting in a month with veterans data • Errors, Alerts and Warnings • Errors do not load into database • Error Free records, Alerts, Warnings are accepted and loaded overnight • Review edit summary reports • Summary reports in the editor (click on submission file name) are run from submitted data • Data Summary Reports under Client Reporting section on left side of portal page are run overnight on error free data • Review AEFL, STW, Veterans reports in portal • Compare to previous years • If reports seem to be in error, notify us ASAP

4. Client Reporting State Called Meeting General Reporting Information • Edit reports and data submission topics • Option of viewing edit reports only • Client look up in portal • Error types (simple vs. complex) • Simple errors (single data element) processed first • Complex edits (relational) done next • In most cases, simple errors stop the processing of complex (relational) edits that use the data element with the simple error • New errors may appear after simple errors are corrected

5. Client Reporting State Called Meeting General Reporting Information • Output report topics • All output reports were taken down in the portal due to errors and inconsistencies • All reports being reviewed for usefulness, accuracy, and consist data definitions • Some being reposted as is, others redesigned • Once run and verified, they are being posted in the portal • Tim will show examples in demo

6. Client Reporting State Called Meeting Current Client Reporting Topics: • 2012-13 Reporting Topics • Highest Credential Received implemented • Error found in edit allowing blanks • Many 99 – Client Refused to Provide (handout) • Valuable info for both the colleges and System Office • What is being reported as “Associate Degree plus Additional Credential”? • TAACCCT Appropriation # 900 • Requested by NWTC to collect statewide data on grant participants • Interim data will be submitted directly to OMG (3rd party evaluator) • Data match processes with UI, DWD yet to be determined

7. Client Reporting State Called Meeting • 2012-13 Reporting Topics (cont’d) • Reporting valid SSNs in District Student ID field • Some have inadvertently created ID that match SSNs at other districts • Use handout as guide for creating • Veterans interim data reporting requirements • With changes in law capping each at 128 credits, we only need WI GI Bill credits in October and March • Only need Federal Received from S8 if both Post 911 and WI GI Bill to determine WI credits • Supplemental Payment not used until June submission • Course/Curriculum submission deadline – August 15 • No new course submissions for previous year courses after August 15th that are not being submitted to correct Client Reporting records

8. Client Reporting State Called Meeting • 2013-14 (and Beyond) Reporting Topics • Course/Curriculum revised rollover dates • April 1 – Open Course/Curriculum file for upcoming year • June 1 – Rollover for upcoming year • August 15 – Closing date for previous year • Expansion of Program Number to 8 or 9 digits (effect on S9 record) • Running out of program numbers in Service/Health division • Create space in the event hat performance based funding has any effect on program or certificate reporting • Performance based funding: any effect on Client Reporting? (handout) • Budget bill includes the following measures: • Placement rates in jobs related to programs of study • Number of degrees and certificates awarded in high demand fields • Number of programs/courses with industry validated curriculum • Transition of adult students from basic education to skills training • Participation in dual enrollment programs • Workforce training provided to businesses and individuals • Note: Priority was to propose measures intended to use data we already collect (as much as possible)

9. Client Reporting State Called Meeting • 2013-14 (and Beyond) Reporting Topics (cont’d) • Other potential items effected by budget bill, effective with FY 14-15: • All categorical WTCS grants collapsed into one appropriation (handout) • Unknown effect on S4 since the grants not necessarily eliminated. State Board has the • discretion to: • Eliminate (not fund) • Award competitively • Award using driven methodology • Farm Training funds collapsed also(S3 effect?) • Elimination of Drivers Ed, and Chauffeur Training grant (S3 effect on PFCs) • GPA computation – veterans? • S9 records reported for students changing programs? • Any affect on student success (percent completing programs) measures if just a program change? • At this point, budget only calls for number of degrees, not percent. What does the district report?

10. Client Reporting State Called Meeting • 2013-14 (and Beyond) Reporting Topics (cont’d) • Career Prep reporting • Purpose of Career Prep – Help students transition from secondary to post-secondary education • Who uses the information • Secondary partners • DPI • Legislature • Technical Colleges • State Board • What is it used for? • Evaluate the effectiveness of the program • Modify offerings as needed to add value to the program • Compliance with statutory requirements to report to the legislature (handout) • Performance based funding dual credit measure • System and program advocacy

11. Client Reporting State Called Meeting • 2013-14 (and Beyond) Reporting Topics (cont’d) • Career Prep reporting • Agenda item is to remind colleges of the importance of compete/accurate data • Some has been incomplete • Some reported with incorrect Recognized Credit Code (handout of correct codes) • Work with Career Prep staff to make sure agreement and related reporting requirements and associated codes are understood • Career Prep staff (handout) have been provided names of Primary Client Reporting contacts

12. Client Reporting State Called Meeting • 2013-14 (and Beyond) Reporting Topics (cont’d) • Data element definitions draft document • As we review and revise reports, we are attempting to create data definitions to standardize counts/calculations • Review handout • Any changes to Client Reporting due to NRS reporting changes? • No changes in reporting, but measures now include entering and retaining employment, which depend on a data match between WTCS and DWD (UI) • These matches are reliant on SSN and more are refusing to provide it • Changes to NRS reporting do not effect AEFL performance based funding formula

13. Client Reporting State Called Meeting LUNCH

14. Client Reporting State Called Meeting WTCS Website/Data Access • Systemattic Redesign (Jason Ring) • Current Systemattic being redesigned • Data Access Coordinators (Jason Ring) • Reauthorization complete • All data access (except guest summary report access) goes through DAC • “Guest” access to summary level reports

15. IT System Status • SLDS Project Update • WTCS Portal Demo • File Submissions • Output Reports • OLAP Cubes

16. IT System Status • SLDS Project Update • WTCS Portal Demo • File Submissions • Output Reports • OLAP Cubes

17. SLDS Project Update • Statewide Longitudinal Data System • Obtain Wisconsin Student Number (WSN) • Ability to Track Student Over Time • Improve Data Systems • Project Timeline • Report Development Ongoing

18. SLDS Project Update • Statewide Longitudinal Data System • Obtain Wisconsin Student Number (WSN) • Ability to Track Student Over Time • Improve Data Systems • Project Timeline(handout) • Report Development Ongoing

19. WTCS Portal • What Is The WTCS Portal? • Enterprise Application (multiple systems) • Data-Exchange Application • Upload Data Files • Get Reports • Not A Documentation Site

20. WTCS Portal • Processed Over 650 Files • Currently Used For • Client Reporting • Course Approval • Curriculum Approval • Professional Certification • WTCS Internal Applications • Again - Report Development Ongoing

21. File Submissions • File Data Staged In Tables • Original File Archived • Reprocessing Edit Reports Easy • Edit Report Maintenance Automated • Deleted After 14 days • Keep Last Production Submission • Data Warehouse • Staged Data Overnight • Alerts & Warnings Are Loaded, NOT Errors

22. WTCS PortalDemonstration

23. OLAP Cubes – Why? • Ad Hoc Query Tool • Users Must Understand Client Reporting • Helps To Be Proficient With Excel • Reduces Number of Reports • Allows Creation of Charts & Dashboards • Drilldown, Rollup, Slice, Dice, etc.

24. OLAP Cubes • Data Sharing Agreement • Does NOT Have CBO Data • Cube Data Processed Nightly • Last Production Error Free Data • 15 Years Of Client Reporting Data • Replace Lemon Workbooks & Cognos • Training Will Be Coming Soon

25. OLAP CubesDEMOnstration

26. Client Reporting State Called Meeting Questions Adjourn (Optional – Unstructured Interaction)