Employee MIS Reporting. 2 Employee Data Uses Federal IPEDS reporting Full-time Faculty Obligation...
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Transcript of Employee MIS Reporting. 2 Employee Data Uses Federal IPEDS reporting Full-time Faculty Obligation...
Employee MIS Reporting
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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
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Timeline
• Term . . . . . . . . . • Calendar . . . . . .
• Program Award .• Financial Aid . . .• Assessment . . .
• Employee Data .
• 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
Resubmissions as needed
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Data Flow
Chancellor’s OfficeData Base
(Data Mart and Reports)
MIS DeptAt Districts
Data R
e-Subm
it
External EntitiesDOF, Newspapers,
Legislature, etc.
Data R
eview
Data Pull
Data Source
1 2
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User Reviews Data
Good Data at the Source=
Accurate View of Your CollegeGood Decisions
Quality Services to Students
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Data Entered Into System
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Database Relationships
Enrollments(SX)
StudentDemographics
(SB)Sections
CoursesFin.Aid
Assess.
PBS
VTEA
Matric.
Pgm.Awds.
Emp.Demo.
Sessions
Calendar Assignments
EOPSDSPS
Emp.Assign.
CalWORKs
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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
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Employee Data is composed of
Two Components
Demographics Work Assignments
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EB + EJ = Fall EB + XE = Term
EBEmployee
Demographic
EJWork
Assignments
XEWork
Assignments
TermDataFall
Collection
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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
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EB00: 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”
Common Errors
Cause/Solution
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“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)
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“Invalid EJ01 for EB08=T, A, C, R”
• Cause:Entered the wrong Assignment Type(EJ01) for the Classification (EB08).
• Solution: 1.Determine the correct Assignment Type and
Classification.2.Update the EJ01 and/or EB08 record(s).3.Resubmit the EB File.4.Resubmit the EJ File.
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“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).
District & Statewide Reporting
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Type Access User GroupGeneral Access Analysis Reports
Annual Headcount
Business/Data Owner
Research Analysis Reports
Annual Headcount
Research Teams
Referential Data Files
Referential Data Files MIS, Research: control distribution contains SSN
SRTK Secured SRTK Datasets
Research, MIS: control distribution contains SSN
Data Submission Data Submission
Detail / Summary Report
Annual Headcount
Referential Data Files
MIS: control distribution contains SSN
Security Access - Provided to the CISO of each College
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Employee Data Reports
• Syntactical & Referential• Demographic • Full-time Obligation
Detail / Summary
• District Staffing Report• Statewide – Detail / Summary
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District Name
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Statewide Report
Detail / SummaryLocated at the CCCSO Website
Available early spring of each year
Let’s Surf the Web!!
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…… About a quality MIS Data Submission
DARE
to
CARE!
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Questions?