Employee MIS Reporting

2

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

3

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

4

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

3

User Reviews Data

Good Data at the Source=

Accurate View of Your CollegeGood Decisions

Quality Services to Students

4

4

5

Data Entered Into System

5

Database Relationships

Enrollments(SX)

StudentDemographics

(SB)Sections

CoursesFin.Aid

Assess.

PBS

VTEA

Matric.

Pgm.Awds.

Emp.Demo.

Sessions

Calendar Assignments

EOPSDSPS

Emp.Assign.

CalWORKs

6

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

7

Employee Data is composed of

Two Components

Demographics Work Assignments

8

EB + EJ = Fall EB + XE = Term

EBEmployee

Demographic

EJWork

Assignments

XEWork

Assignments

TermDataFall

Collection

9

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

10

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

12

“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)

13

“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.

14

“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

16

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

17

Employee Data Reports

• Syntactical & Referential• Demographic • Full-time Obligation

Detail / Summary

• District Staffing Report• Statewide – Detail / Summary

18

19

District Name

20

21

 

   

22

23

Statewide Report

Detail / SummaryLocated at the CCCSO Website

Available early spring of each year

Let’s Surf the Web!!

24

…… About a quality MIS Data Submission

DARE

to

CARE!

25

Questions?