Employee MIS Reporting Employee Data Uses Federal IPEDS

Employee MIS Reporting

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 2

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

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

Database Relationships Emp. Assign. EOPS DSPS VTEA PBS Matric. Student Demographics (SB) Fin. Aid Emp. Demo. Cal WORKs Enrollments (SX) Pgm. Awds. Calendar Assignments Sessions Sections Courses Assess. 5

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 6

Employee Data is composed of Two Components ØDemographics Ø Work Assignments 7

EB + EJ = Fall EB + XE = Term Fall Collectio n EB Employee Demographic EJ Work Assignments Term Data XE Work Assignments 8

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 9

EB 00: Employee Identifier 1. Uniquely Identifies an Employee at a DISTRICT. 2. Recommendation: Highly Recommended Always use the SSN as the Employee Identifier. Why? » Identifying “moonlighters” » Identifying “freeway flyers” 10

Common Errors Cause/Solution

“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: 1. Generate an EB record for the employee. 1. May have been rejected in syntactical edits 2. Resubmit (EB) Demographic File. 3. Resubmit Work Assignment Files (EJ/XE) 12

“Invalid EJ 01 for EB 08=T, A, C, R” • Cause: Entered the wrong Assignment Type(EJ 01) for the Classification (EB 08). • Solution: 1. Determine the correct Assignment Type and Classification. 2. Update the EJ 01 and/or EB 08 record(s). 3. Resubmit the EB File. 4. Resubmit the EJ File. 13

“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: 1. Generate an Assignment record(s) for the employee. 1. May have been rejected in syntactical edits 2. Resubmit the Assignment File (EJ). 14

District & Statewide Reporting

Security Access - Provided to the CISO of each College Type Access User Group General Access Analysis Reports Annual Headcount Business/Data Owner Research Analysis Reports Annual Headcount Research Teams Referential Data Files MIS, Research: control distribution contains SSN SRTK Secured SRTK Datasets Research, MIS: control distribution contains SSN Data Submission Detail / Summary Report Annual Headcount Referential Data Files MIS: control distribution contains SSN 16

Employee Data Reports • Syntactical & Referential • Demographic • Full-time Obligation Detail / Summary • District Staffing Report • Statewide – Detail / Summary 17

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District Name 19

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Statewide Report Detail / Summary Located at the CCCSO Website Available early spring of each year Let’s Surf the Web!! 23

DARE to CARE! …… About a quality MIS Data Submission 24

Questions? 25