CRCSD Data Map Input (2-21-07)

Ref. # Data Set (Type of Data?)

Data System (Name of Database?)

Type of Data Entered? (Key Fields & Info.?) Who Enters the Data? When? Who Modifies

the data? When?

Who Assures Data Quality? (Person

Responsible?)

1

Purchasing, distribution, inventory management

Periscope E-procurement system

Product description, quantity, unit price, general ledger account code, delivery address, requester name, date desired, warehouse inventory item#, in stock quantity, vendor name-address-phone number-contact person

original requestor, purchasing/warehouse department staff, accounting staff, ongoing

original requestor, purchasing department and account department staff as appropriate ongoing

purchasing department and accounting department staff

2 Expenditures

Smart Data On Line (SDOL) - JP MorganChase

Expenditure account numbers, descriptions, dollar amounts

Original purchaser, supervisor, accounting staff, purchasing staff ongoing

Original purchaser, supervisor, accounting staff, purchasing staff ongoing


3 Production costs GWAEA Web Interface

Upload from Production's access database to a file that is then uploaded into the finance system - Original access file contains purchaser, service provided, account number to be charged.

Production does upload to Interface, accounting does upload to finance system ongoing Production ongoing production

4 Capital assets GFAMS

Capital asset description, estimated life, dollar amount, account number, department

Accounting department staff ongoing


Accounting department staff

5Requests for processing GWAEA Web Request

Requests for processing to post items to general ledger, print checks, run reports



Accounting department staff

CRCSD Data Map Input (2-21-07)Department Name: Accounting

6Account numbers/conversion GWAEA Acct Conv

Old account number segments and descriptions, New account number segments and descriptions

Accounting/business services department staff ongoing

Accounting/ business services department staff ongoing

Accounting/business services department staff

7

Electronic bill payments (ACH), reporting SinglePoint

Payment amounts, routing numbers, checking account numbers, bank information

Accounting/business services department staff ongoing

Accounting/ business services department staff ongoing

Accounting/business services department staff

8

Activity Fund receipts, disbursements, assets

EPES Activity Fund Software

Payees, check numbers, dollar amounts, account numbers, vendors, receipt numbers

HS and MS bookkeepers and accounting department staff ongoing

HS and MS bookkeepers and accounting department staff ongoing

HS and MS bookkeepers and accounting department staff

9Cleared Checks from US Bank Modem connected

Accounting department collects file from US Bank using a modem connection. File contains all of the cancelled checks for the General Fund each month. This file is then sent to GWAEA for trial processing through request system. Changes are made to fix e

US Bank enters cleared check information, accounting department submits processing requests. Monthly

Business services department staff Monthly

Business services department staff

58

All District Financial Information (checks, receipts, journal entries, purchase orders, vendors, customers, budgets, etc.)

GWAEA Finance System

Account numbers, Check warrants, purchase orders, invoice amounts, vendor name, vendor number, vendor contact information, customer names, numbers, contact information, account supervisors, etc. Much information from other systems is funneled into the Finance system either automatically, or by journal entry.

Accounting, business services, purchasing, food and nutrition, GWAEA staff ongoing

Accounting, business services, purchasing, food and nutrition, GWAEA staff ongoing

Accounting, business services, purchasing, food and nutrition, GWAEA staff

59Account numbers, budget amounts

Web Budgeting, accessed through Web Finance

New budget amounts, account numbers, FTE's

All administrators, managers, supervisors within District Feb/March

Business services department staff March/April

Business services department staff

60

Account number information, supervisors, budgets, purchase orders, vendors, PY financial information, CAR upload, User ID's, User passwords GWAEA Web Finance

Financial data not really entered here, information updated daily from Finance system. User ID's, passwords, rights assigned here.

Accounting/Business Services staff ongoing


Accounting/Business Services staff

61Types of absences, object numbers

Substitute Pay, accessed through Web Finance

Data not entered here, obtained through payroll system (??) and updated daily.

Obtained through payroll system (??) ongoing Payroll/HR ongoing Payroll/HR

62

Various filters on account numbers, supervisors, vendors

GWAEA Legacy Query System (LQS)

Information obtained from other systems (finance, budgeting, payroll) can be queried in different ways through this program.



Accounting/Business Services staff

63 Document StorageGWAEA Document Storage

Various reports posted here by GWAEA. GWAEA posts reports ongoing GWAEA ongoing

Accounting/Business Services staff/GWAEA




the data? When?


Responsible?)

10Sp Ed student demographic data

We do entry in IMS We have view only in Student Systems k-5, k-12, and Centerpoint

Special Ed student demographics, state required data, educational history, student referrals and evals Special Services staff

Every time a new sp ed student enters or services/demographics change

Special Services IMS Intake staff

Any change in sp ed student demographics or state required information

Special Services & AEA staff

11Student state ID# for Project Easier Project Easier

"Resolve near matches" only

DE provides info. Sp Services matches with existing number or creates new one

Once a month or so

DE & GWAEA

Once a month or so DE

Department Name: Special Services Office

29Student achievement data

GWAEA Assessment System read only AEA

after assessment periods AEA d/k AEA

105Sp Ed Summer School Excell sheet

Demographics for Summer school teacher & paras

Summer school coordinator April-August

Summer school coordinator as needed

Summer School coordiantor

106 Sp Ed Medicaid Access medicaid billing information Sp Ed sec'tary on-goingSp Ed sec'tary on-going Sp Ed sec'tary




the data? When?


Responsible?)

1







105

Student transportation routing system Trapeze

Student demographic information ie name, address, F/R parents name, phone number, etc. Routing information, Street map information Transportation staff ongoing

Transportation staff ongoing

Transportation staff




the data? When?


Responsible?)

14 PLATO PLATOStudent's District ID , Name and Scores

OLL Secretaries, Teachers, Facilitators

Summer as needed

Teachers, Facilitators As Needed C. Lindo

108Kindergarten Assessment

Kindergarten Assessment

Student's District ID, Name, School, and Scores

Teachers, Reading Coaches 3x a year

Teachers, Reading Coaches As Needed Reading Coach

109 LAPO LAPOStudent's District ID, Name, School, and Scores

OLL Secretaries, Teachers, Reading Coaches 3x a year


Department Name: Secondary Reading

Department Name: Business Services

110 BRI BRIStudent's District ID, Name, School, and Scores

OLL Secretaries, Teachers, Reading Coaches


111 PREP-K PREP-KStudent's District ID, Name, School, and Scores


Teachers, Reading Coaches As Needed J. Larson

112 PREP-1 PREP-1Student's District ID, Name, School, and Scores



113 PREP-2 PREP-2Student's District ID, Name, School, and Scores






the data? When?


Responsible?)

15Student Health Record GWAEA Health System

Student demographics, health history, health data, immunization records, health notes, health plans

health secretaries & school nurses

throughout the school year


when new student health information is known


16

Record of student visits to school health offices

CRCSD Health Visits Database (ACCESS)

student name, building, teacher, visit date & time, coomplaint type, intervention, contacts, outcomes, Medicaid codes


With each student visit to health offices


edit as needed


17Health Services Reports

Medication Administration Report; Monthly Health Office report; Semi-Annual Health Office Report (EXCEL)

Medications administered to students, # Health Office visits, immunization status, health concerns, health plan developed, Medicaid billing, and special health services provided per school

health secretaries & school nurses monthly Deb Kueter

when change required


18Staff training for CPR and First Aid

Building Responders (EXCEL)

Staff name, school, position, dates of CPR & First Aid training

Deb Kueter, Sally Immerfall,

When training is completed


with changes in training dates


Department Name: Student Services

19 Variance ReportsVariance Reports (EXCEL)

Student, staff visitor emergency or injury at school, name, ID, school, grade,date,description of incident and description and location of injury, disposition of injured. Deb Kueter

When reports received from schools NA NA Deb Kueter

20

Staff with Bloodborne Pathogens Occupational Exposure

Bloodborne Pathogens (EXCEL)

staff name, school, position, training dates, consent/waiver for Hepatitis B vaccine Deb Kueter

When staff are offered training

Deb Kueter; Sally Immerfall

With changes to training dates or occupational exposure status

Deb Kueter; Sally Immerfall

21

Staff Certification in Medication Administration

Medication Administration Certification (EXCEL)

staff name, school, position, training dates, Deb Kueter

When training is completed Deb Kueter

When changes occur Deb Kueter

22

Student Visits to Metro Care Connection Clinical Fusion

Student name, ID#, birthdate, race, insurance status, Medicaid#, school grade, reason for visit, provider, procedures, location of service, disposition, referrals

MCC health secretaries

with each student visit to Metro Care Connection centers or outreach sites

MCC Health Secretaries

when edit is needed Kim Rimmer

23 At Risk InterventionsAt Risk Database (ACCESS)

Student name, ID#, at risk criteria, interventions, provider, outcomes

Counselors, nurses, at risk staff, administrators

When student identified as meeting criteria for at risk


When change noted or at review date


24 Career PlansCareer Plans Database (ACCESS)

Student name, academic plan, career plan, post-secondary options

counselors, counselor secretaries

For every 8th grader going on to high school

counselors, counselors secretaries

annual updates

counselors, counselors secretaries

25Immunizations Administered

IRIS (Immunization Registry Information System - Iowa Department of Public Health)

student demographics and immunizations type and date

Kim Rimmer (MCC Health Secretary) Monthly

Kim Rimmer (MCC Health Secretary)

Monthly or as needed

Kim Rimmer (MCC Health Secretary)

Department Name: PACT




the data? When?


Responsible?)

26Demographics Scheduling Reporting SASI Gifted & Talented

Counselor's Secretary -J. Wojtowics Yearly

Counselor's Secretary - J. Wojtowicz

Registration Changes

26 Demographics GWAEA Student System Gifted & Talented

PACT Secretary, Building Secretary Fall & Winter

PACT Secretary, Building Secretary

26 Demographics Centerpoint Gifted & Talented Building Secretary YearlyCounselor's Secretary ?

26 ITBS ScoresGWAEA Assessment System

Access scores for student placement, data collection purposes GWAEA Yearly ?




the data? When?


Responsible?)

30M.S. Math End of Unit Assessment

Excel Spreadsheet Stored in Tele Rubric Scores Teachers At end of unit

Math Facilitator compiles data Periodically Math Facilitator

31 3/5 Math AssessmentDistrict Assessment data base Rubric Scores Teachers 3x/yr.

Math Facilitator compiles data End of year Math Facilitator

32 1/2 Math AssessmentTemplate that's transferred to Excel Rubric Scores Teachers 3x/yr.

Math Facilitator compiles data 3x/yr.

33 K Assessment On-lineBeginning Reading/Math Skills Teachers 3x/yr.

Secretary, Teachers

When students move

Math & Reading Facilitators, Technology

34M.S. Computation Assessment Student Scan Sheets Computation Test Results GWAEA 3x/yr.

Gregory Dunn 3x/yr.

Math Facilitator/G. Dunn

Department Name: K-8 Math

Department Name: Research Office




the data? When?


Responsible?)

28Student Demographic data CenterPoint

All Student Demographics; State Required Fields: Enrollment Codes & Resident District; Special Ed.; Gifted and Talented Counselor Secretary

Every time a new student enters school or demographics for a student change: address

Counselor Secetrary

Any change in the demographics or state required information

When data is submitted to state we find the errors that need correcting. Research office

36Office referrals (PreK-5)

SWIS (web based through U of Oregon) to be implemented fall 2007

*major rules violations *location of violation *time of day *reason for the action *administrative response

*counselor *facilitator *principal *building secretary daily updates

*counselor *principal as needed principal

120Student Demographic data SASI

All Student Demographics; State Required Fields: Enrollment Codes & Resident District; Special Ed.; Gifted and Talented

Depends on which data e.g., discipline, scheduling, demograhic daily updates

Counselor Secretary; Principal; Attendance Secretary



121Student Demographic data GWAEA K-12

All Student Demographics; State Required Fields: Enrollment Codes & Resident District; Special Ed.; Gifted and Talented Principal's Scretary daily updates

Counselor Secretary; Principal; Attendance Secretary



29ITBS/ITED; DRP Scores

GWAEA Assessment System

All assessment data for CRCSD students GWAEA

Updated yearly with disc from Iowa Testing

No one. Data never changes from original data received from Iowa Testing Never Iowa Testing

Department Name: Grades 6-12 Science




the data? When?


Responsible?)

37

District Science Multiple Assessments for Grades 6-12

Excel, Centerpoint, SASI

Student information including ID and individual student answers District Science Teachers 3x's/year

Technology and Science Facilitator 3x's/year

Science Facilitator, Teacher Review Committee, Chris Olsen




the data? When?


Responsible?)

38Student Meal Program PS1000

LN, FN, MI, ID#, DOB, Phone, Ethnic Code, School, Grade, HR, Balance, Notes, Allergies, F/R Status, Special Programs, Contact Info, Address, City, State, Zip, Phone, Preferred Language, Input of deposits.

F&N Central Office Staff ongoing


F&N Central Office Staff

38 Point of Sale PS1000

Daily Sales - Reimbursable Meals, Ala Carte Sales, Account Deposits F&N Cashiers ongoing



38Application Processing PS1000

State Case#, Foster License#, Household Income, Household Size, Admin Approval/Homeless Designation, Release of information in regards to: Waived School Fees, Cultural Programs, Scholarships, Transportation, hawk-i.




38 Adult Meal Program PS1000

LN, FN, Address, Phone, Card#, City, State, Zip, Building, Balance, Input of deposits.




Department Name: Food & Nutrition

58 Accounts Payable Mainframe

Vendor #, Inv #, Inv Date, Acct #, Amt Due, Description, PO#.


F&N Secretary & F&N Supervisor ongoing

F&N Secretary & F&N Accounting Supervisor

58 Financial Data Mainframe

Monthly Reimbursement Receivable, Monthly Sales Revenue, Deferred Revenue

GWAEA Data Entry Clerk monthly

F&N Accounting Supervisor as needed

F&N Accounting Supervisor

44 Employee Directory Excel Spreadsheet

LN, FN, School, Title, Hours, FTE, Phone, Address, DOB, Date of Hire, Seniority, Base Rate of Pay, Longevity Pay, Certification Pay

F&N Secretary, Department Manager ongoing

F&N Secretary, Department Manager ongoing

F&N Secretary, Department Manager

107 Nutrikids Stand Alone Nutrient InfoF&N Central Office Staff ongoing






the data? When?


Responsible?)

1







Department Name: Building & Grounds

46

Mainenance and construction fiancial and payroll data Work Order System

Work order description, location, account number, priority, dates, employee information, time cards, stock material costs, vendor costs, time estimate, crafts, and completion information

Buildings and Grounds, Business Services, and Accounting Department staff ongoing

Buildings and Grounds, Business Services, and Accounting Department staff ongoing

Buildings and Grounds, Business Services, and Accounting Department staff




the data? When?


Responsible?)

47

Building Volunteer/ Enrichment Coordinators Access

School and home contact information

Community Relations Secretary

Yearly - adding new building volunteer/ enrichment coordinators to list


Change of information

Marcia Hughes and Pat Szymanek

48District Volunteer Database Access

Purpose is to track volunteers active in schools; school & home contact info, and disclosure card receipt

Volunteer/ Enrichment Coordinators and Community Relations Secretary

Every time a new volunteer enters a building with completion of volunteer disclosure card

Volunteer/ Enrichment Coordinators and Community Relations Secretary

Change of information or departure of volunteer


50

Field Experience/ Observation College Student Placements Access

Request info on student (course, hrs, preferred school); Placement info (building and teacher where placed)

Request info: College Contact / Placement info: Community Relations Secretary

Prior to every college term (Fall, Jan, Spring)


When placement is revised, declined, or cancelled within term


51 Field Trip Scheduling File Maker Pro

School activity/location, teacher, grade, #students, date & time of trip


Spring prior to next school year


When notified of changes of trip between teacher and site


Department Name: Community Relations

52Community Resource Speakers File Maker Pro

Resource contact info, topic, school/teacher requesting, and scheduled presentation info.


When requested and scheduled


When resource info is revised or presentation rescheduled


53Buildings, Principals, Media Specialists File Maker Pro

Purpose is for printing of labels for various building contacts



Updates or revisions made when changes in staff occur


54

Master Catalog of District-produced Video Productions Access Title, date, length, location Jo Ellen Johnson

On completion of new tape

Jo Ellen Johnson

Whenever master's status changes

Jo Ellen Johnson

55TV-Media equipment inventory Access

Brand, model, serial #, accesssories, repair records, storage location Jo Ellen Johnson

When new equipment is received

Jo Ellen Johnson

After annual summer inventory; whenever an item is repaired

Jo Ellen Johnson

56ICN schedule (for ESC ICN site use) (state-wide system)

Date, time, location of sites for ICN sessions

Regional schedulers; TV-Media staff for CR

Daily--whenever new meetings are requested for the ESC ICN room

Regional schedulers

When changes are requested

regional schedulers; Jo Ellen Johnson

57ESC room scheduling calendar MS Outlook

Meeting title, sponsor, date & times, location

Department secretaries at ESC (approx. 15 people)

Daily--whenever new meetings are requested for the ESC

Original schedulers have change rights for their own entries; key schedulers may change anything

Daily as needed

Jo Ellen Johnson - checks for errors

Data Set (Type of Data?)


Type of Data Entered? (Key Fields & Info.?)

Who Enters the Data? When?

Who Modifies the data?

When?Who Assures Data Quality?

(Person Responsible?)

64

Record of professional development Old Staff Development

Name, demographic info, courses, dates, credit, completion

Ann Nicholson, Pat Mote and Bonnie Galbraith

when courses are scheduled, when people register, after courses are completed

Ann Nicholson and Bonnie Galbraith

When there are name changes; when classes are cancelled


65Record of recertification credit

Recertification Database

Name, demographic info, courses, dates, recertification credit, completion

Ann Nicholson and Tracy Leytem

When courses are completed for recertification credit


When there are name changes


66

Record of professional development

New Professional Development DB

Name, demographic info, courses, dates, credit, completion


when courses are scheduled, when people register, after courses are completed

staff, Ann Nicholson and Bonnie Galbraith

staff when they register for classes and update their profiles, Ann and Bonnie if changes are made to course times, etc.

Ann Nicholson and Randy Weger

67 Course EvaluationZoomerang (and then put in Excel)

Course name, ratings, and open ended comments Course participants

At the last session of a class

67aCourse Follow up Evaluation

Zoomerang (and then put in Excel)

Course name, ratings, and open ended comments Course participants

Two months after completing a class

68District cell phone numbers

District cell phone numbers Acct #/site/user/cell # Laurel Bogers July

Laurel Bogers as needed Laurel Bogers

69District telephone numbers Phone DB

phone #/set type/where and how # rings

helpdesk/Laurel Bogers as needed

helpdesk/Laurel Bogers as needed

helpdesk/Laurel Bogers

Department Name: Technology Training

70 Student/Staff names Active Directory

First & Last names/title/location/year of graduation/Student IE # Laurel Bogers as needed


71District Long distance code ecas

Staff name, location, blg acct #, phone #, ld code Laurel Bogers as needed


72 Tech JobsAsset Tag #'s Work Requested Staff Requesting

Technicians Customer Service/Field Support Supervisor Other Technology Daily

Same as those that can enter Daily Vicki Genkinger

73 Tech Hardware

Asset Tag #'s Serial Numbers of tracked equipment Date of Purchase PO purchased on Warranty Expriation



74 Phone Hardware

Dept's Asset Tag #'s Serial #'s Extension #'s Physical Locations Acquired Date Warranty Expiration



75 Software Licenses

Qty Purchased Vendor Purchased From PO # and Pricing Sold to Info Vicki Genkinger

Whenever we purchase any licenses or sell any

Vicki Genkinger

Weekly on average Vicki Genkinger

76 Hardware Purchasing

Current Purchasing Info for Technology related equipment that buildings can buy Vicki Genkinger

Anytime something changes

Vicki Genkinger

Monthly on average Vicki Genkinger

77 Software Testing

Software Titles Software Publisher Staff making requests

Requesting staff Technology Personnel Daily

Software Testers Daily

Robert Brooks Richard Woods

Department Name: Human Resources

Data Set (Type of Data?)


Type of Data Entered? (Key Fields & Info.?)

Who Enters the Data? When?

Who Modifies the data?

When?Who Assures Data Quality?

(Person Responsible?)

78Employment history (per employee) Typed on BINN cards dates, jobs, salary HR secretaries daily

HR secretaries daily HR secretaries

79

Record of each employee's salary-driven professional development Typed on BINN cards

Name of course, date, amount of credit HR secretaries daily

HR secretaries daily HR secretaries

80Employee absences per contract Mainframe type of leave key entered GWAEA daily Payroll daily Payroll, HR

81 Contractual Data Schedule C contractsHR, Payroll, Benefits, GWAEA daily Payroll daily Payroll, HR

82 Contractual Data Short term contracts daily Payroll daily Payroll, HR83 Contractual Data evaluation data daily Payroll daily Payroll, HR84 Contractual Data insurance data daily Payroll daily Payroll, HR85 Contractual Data disability data daily Payroll daily Payroll, HR86 Contractual Data Work comp data daily Payroll daily Payroll, HR87 Contractual Data Timesheets daily Payroll daily Payroll, HR

88 Contractual DataOther Professional Development daily Payroll daily Payroll, HR

89 Contractual Data Personnel files daily Payroll daily Payroll, HR90 Contractual Data Background checks daily Payroll daily Payroll, HR

91 Contractual Data

Applications for internal employees for leaves, job-share, transfer daily Payroll daily Payroll, HR

92 Contractual DataData on long term subs and pay rate & history daily Payroll daily Payroll, HR

93 Contractual DataEmployee work days calendars daily Payroll daily Payroll, HR

94 Contractual Data

Registration, tracking, grading, issuing credit for professional development (in district) daily Payroll daily Payroll, HR

95 Contractual Data

List of approved courses for salary change daily Payroll daily Payroll, HR

96 Contractual DataLevel I and II abuse investigations daily Payroll daily Payroll, HR

97 Contractual Data Phone trees daily Payroll daily Payroll, HR

98 Contractual Data

Early separation data (who, when, years of service, etc. daily Payroll daily Payroll, HR

99ePortfolios of new teachers

100Data for costing bargained settlements

101 ID Badge data

102 School Stream application data (in spreadshmonitored by HR secretaries

103 United Way pledges

104

Substitute teacher & associate employment data

when/where, for whom subbed

GWAEA, SEMS, HR secretary




the data? When?


Responsible?)

114 Permit requestsElem, MS, HS Permits (Excel)

Student Name, Parent Name, Address, Home School, Requested School, Grade, Reason for request OLL Ongoing OLL Ongoing OLL

115Alternative Kdgn Referrals AK Referrals (Excel)

Student Name, Parent Name, Address, Home School, Requested School, Grade, Reason for request OLL Ongoing OLL Ongoing OLL

116Administrative Travel Reimbursement

Administrative Travel (Excel)

Account balances for Administrative Travel monies, date of request, amount requested OLL Ongoing OLL Ongoing OLL

117 Summer SchoolSummer School (Access)

Student Name, Parent Name, Address, Home School, Requested School, Grade, F/R status, SE status, fees OLL May/June OLL May/June OLL

118Summer School payroll

Summer School Payroll (Excell)

Teacher name, payroll date, rate of pay, benefits, totals OLL May-July OLL May-July OLL

119Archived student records PaperVision

Student transcripts & health records Advantage Ongoing OLL Ongoing OLL

120 Student Suspensions Discipline DatabaseSuspension/Hearing/TAP Classroom information School Personnel Ongoing OLL As Needed OLL

Department Name: Office of Learning & Leadership

CRCSD Data Map Input (2-21-07)

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Transcript of CRCSD Data Map Input (2-21-07)