MIS REPORTING Reports from MIS Preliminary Job Group
MIS REPORTING & Reports from MIS Preliminary Job Group Becky Phillips ARC February, 2006 11/30/2020 1
MSI Reporting & Reports from MIS Preliminary Job Group n n What is MIS Reporting? What are the reports of the MIS Preliminary Job Group MG 001 R? ¨ Will not be covering the 6/2 Match reports today n FTEF Distribution & Computation Process Pre-Edit Error Report (SR 2901 A) n Quarterly Staff/Class Schedule Reconciliation (SR 2904) n FTEF Distribution & Computation Process Pre-Edit Error Report (SR 2901 B) n What do the error messages mean? 11/30/2020 2
What is MIS Reporting? n n n 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 HP 3000 Each quarter’s reporting data is final after your college has released the data to SBCTC 11/30/2020 3
MIS Reporting Calendar Posted on SBCTC’s web site n Important reporting dates n Check it frequently n Have your SMS job scheduler schedule the requested jobs on the dates listed on the calendar n 11/30/2020 4
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Standard Policy and Procedures Manual Source of MIS reporting rules n Chapter 5 covers course coding, student, and enrollment counting n Located on SBCTC’s web site n 11/30/2020 6
What does SBCTC do with the MIS Data? Primary source for SBCTC Data Warehouse n Used for executive policymaking and decision support n Funding, enrollment allocation, enrollment forecasting, research, mandated studies by statute n 11/30/2020 7
What external agencies is the data reported to? Office of Financial Management n Higher Educational Personnel Board n Higher Educational Coordinating Board n Workforce Training Education Coordinating Board n Washington State Legislature n Department of Education n 11/30/2020 8
SMS Reporting Steps 1. 2. 3. Schedule the MIS Preliminary job group, MG 001 R, 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, MG 003 Q, during the time period listed on the MIS Reporting Calendar. 11/30/2020 9
Reports of MIS Preliminary Job Group, MG 001 R n Use them to clean up data prior to final reporting ¨ Class data ¨ Student data ¨ Enrollment data 11/30/2020 10
SR 9201 J – MIS 1/2 Extract Invalid Codes First job that edits the student’s quarterly biographic error n Errors are not necessarily “fatal”; student may still be reported if pass other reporting rules n 11/30/2020 11
SR 9201 J – MIS 1/2 Extract Invalid Codes - Errors n 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 SM 700 A has not been approved by S. B. C. T. C. ¨ Intent is changed to Y during MIS Finals ¨ 11/30/2020 12
SR 9201 J – MIS 1/2 Extract Invalid Codes - Errors n Educational Program Code is not in Program Inventory Master. Occurs if student is coded with K or H intent and the EPC on SM 700 A is not in the master program list maintained by S. B. C. T. C ¨ No EPC or Program CIP will be reported ¨ 11/30/2020 13
SR 9201 J – MIS 1/2 Extract Invalid Codes - Errors n Invalid STU-INT will be set to Y (other) in extract file. Occurs if student has an invalid or blank Intent on SM 700 A. ¨ Valid Intents are A, B, D, E, F, G, H, J, K, L, M, X, or Y ¨ 11/30/2020 14
SR 9202 J – Count Tenth Day Enrollment Determines which enrollments are eligible for state reporting. n Updates the Ten Day Enr field on Class Schedule screen, IS 1002. n 11/30/2020 15
SR 9202 J – Count Tenth Day Enrollment n Three types of errors ¨ Coding – invalid or excluding ¨ Dates – enrollment or class ¨ Fee Pay Status – non-counting 11/30/2020 16
SR 9202 J – Count Tenth Day Enrollment n 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 11/30/2020 17
SR 9202 J – Count Tenth Day Enrollment n 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 11/30/2020 18
SR 9202 J – Count Tenth Day Enrollment n 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 11/30/2020 19
SR 9202 J – Count Tenth Day Enrollment n 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 5 th day in stu based class 11/30/2020 20
SR 9202 J – Count Tenth Day Enrollment n 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 11/30/2020 21
SR 9202 J – Count Tenth Day Enrollment n 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 11/30/2020 22
SR 9202 J – Count Tenth Day Enrollment n 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) 11/30/2020 23
SR 1202 J –MIS 1 Report n 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 11/30/2020 24
SR 1202 J –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 11/30/2020 25
SR 2201 J – MIS 2 Report Edits the quarterly class record n Three kinds of edits: n ¨ Incomplete data in class record ¨ Invalid codes ¨ MIS reporting rules R (Reject) appears in left hand column n Asterisks appear below field or fields in error n 11/30/2020 26
SR 2201 J – MIS 2 Report “R” indicates the class can not be reported because of errors n “S” indicates that course has not been approved n “!” indicates that the alternate section can not be reported because the lead section has rejected. n 11/30/2020 27
SR 2201 J – MIS 2 Report Incomplete data in class record n n n n Instructor ID Instructor Name Employment Status Funding Source 10 th Day Enrollment Time-Location Days if Time-Location = 1, 2, 9, 0 11/30/2020 Checked Fall Qtr only: n Start Time if not arranged n End Time if not arranged n Building & Room if not arranged and Time. Loc = 1, 2, 9, 0 28
SR 2201 J – MIS 2 Report n 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 11/30/2020 29
SR 2201 J – MIS 2 Report n 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 CM 5010. ¨ Institutional Intent of 31 and Funding Source not 5 11/30/2020 30
SR 2201 J – MIS 2 Report n 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 11/30/2020 31
SR 2201 J – MIS 2 Report n Also provides a summary of FTES by Institutional Intent and Funding Source ¨ 10 th day FTES less R-Rejects (reported to SBCTC) – amount of FTES eligible to be reported as of the run date. 11/30/2020 32
SR 2201 J – MIS 2 Report ¨ 10 th day FTES (R-Rejects included/not reported to SBCTC) – amount of FTES for all classes that have 10 th 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 noncounting enrollments. 11/30/2020 33
SR 1201 – Errors when Creating the MIS 1 File Further edits the student’s quarterly biographic record n Students enrolled entirely in funding source 5 classes are not edited n Students with fee pay status of 10, 11, 22, 33, 34, 51, 53, 56, 93, 94, 95, 96, 97, 98 are not edited n 11/30/2020 34
SR 1201 – Errors when Creating the MIS 1 File n Three types of errors ¨ Informational – no action needed ¨ Informational or Warning – you may want to enter appropriate data ¨ Warning - automatic action will occur 11/30/2020 35
SR 1201 – Errors when Creating the MIS 1 File n 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 11/30/2020 36
SR 1201 – Errors when Creating the MIS 1 File n 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 11/30/2020 37
SR 1201 – Errors when Creating the MIS 1 File n 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) 11/30/2020 38
SR 1201 – Errors when Creating the MIS 1 File n 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) 11/30/2020 39
SR 1201 – Errors when Creating the MIS 1 File n Automatic Adjustment ¨ Invalid STU-WORK-ATTND will be reported as blank – this error occurs if the student has a STU-WORKATTND of 80, 81, 82, 83, 84, or 85, (Dislocated Workers) and does not have one of the following: n n 11/30/2020 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) 40
SM 4300 J – Excess Enrollment Each quarter, community colleges can designate some or all of their over state supported FTES target enrollments as excess enrollments n Only certain over enrollments are eligible to be excess enrolled n 11/30/2020 41
SM 4300 J – Excess Enrollment n 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 11/30/2020 42
SM 4300 J – Excess Enrollment n Eligible enrollments: ¨ Student’s enrollments count in the 10 th day enrollment count of all his or her state supported classes ¨ Student’s state supported class all count for MIS reporting 11/30/2020 43
SM 4300 J – Excess Enrollment n Eligible enrollments: ¨ Student paid their own tuition No financial aid n No waivers n No payment using a FAPC n ¨ Student can have one or more enrollments that are selected for excess enrollment and some that aren’t 11/30/2020 44
SM 4300 J – Excess Enrollment n Two reports generated ¨ SM 4300 – Excess Enrollment Exclusion List – what eligible enrollments were not selected and why ¨ SM 4301 – Excess Enrollment Summary – headcount, FTES and estimated tuition of eligible enrollments 11/30/2020 45
SM 4300 J – Excess Enrollment SM 4300 - 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 11/30/2020 46
SM 4300 J – Excess Enrollment SM 4300 - reasons for exclusion: ¨ Student is enrolled in a continuous class – SM 4300 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 11/30/2020 47
SM 4300 J – Excess Enrollment n SM 4301 – Excess Enrollment Summary ¨ Job scheduling criteria ¨ Headcount, FTES and estimated tuition of eligible enrollments ¨ Remaining eligible FTES and estimated tuition 11/30/2020 48
MIS 1/2 Reports n Informational reports in different formats ¨ SR 1204 J – MIS 1/2 Roster ¨ SR 1205 J – MIS 1/2 Non-Counting Enrollment ¨ SR 1206 J – MIS 1/2 Non-Counting Enrollment Roster ¨ SR 1207 J – MIS 1/2 Student Check List 11/30/2020 49
SR 1204 J – MIS 1/2 Roster n n 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 (##) 11/30/2020 50
SR 1205 J – MIS 1/2 Non-Counting Enrollment Sorted by MIS Error Code n Summary at each MIS Error Code n ¨ Number of enrollments ¨ Amount of non-counting credits ¨ Amount of non-counting clock hours ¨ Amount of non-counting FTES n Summary of all MIS Error Codes 11/30/2020 51
SR 1206 J – MIS 1/2 Non-Counting Enrollment Roster n n n Class roster list Non-counting students identified with MIS Error Code Summary by MIS Error Code at end of the report ¨ Number of sections ¨ Reported Enrollments ¨ Reported MIS Credits and Hours ¨ Reported FTES 11/30/2020 52
SR 1207 J – MIS 1/2 Student Checklist Students with non-counting enrollments in alphabetical order n All enrollments for the student display n MIS Error code displays with non-counting enrollment n Summary of students, enrollments and FTES – counted, not counted and total n 11/30/2020 53
SR 4101 J - Unduplicated Headcounts by Enrolled Program – Occupational Preparatory Enrollments n Counting students with F Intent ¨ Sex ¨ Campus Location ¨ Resident/Non-resident ¨ Average credits/hours/age ¨ Ethnic classification n Non approved programs identified with asterisk 11/30/2020 54
SR 1203 J - Special Needs Assignment Update Log n Sets two of the three Special Needs Indicator ¨ Academically Disadvantaged ¨ Limited English Proficiency n n Cumulative through academic year Reset to blank each July Used for Carl Perkins Act reporting requirements (Federal Act) Economically Disadvantaged Indicator is set by Jobs SR 1208 J, SR 1209 J & SR 1211 J during MIS finals. 11/30/2020 55
SR 2254 J – FTES/FTEF Summary Load Status Report SR 2255 Creates SMIS summary data n Prorates Federal vocational FTEF n Federal vocational faculty have a V 11 PAC Code on their Payroll record n Sorted by Subject Clusters – groupings of like CIP codes n 11/30/2020 56
Questions? 11/30/2020 57
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