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 1 st Due October 1 st Opens November 1 st Due by January 15th Resubmissions as needed

4 Data Flow Chancellor’s Office Data Base (Data Mart and Reports) MIS Dept At Districts Data Re-Submit External Entities DOF, Newspapers, Legislature, etc. Data Review Data Pull Data Source 12 3 User Reviews Data Good Data at the Source = Accurate View of Your College Good Decisions Quality Services to Students Data Entered Into System

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

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

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 TypeAccessUser Group General AccessAnalysis Reports Annual Headcount Business/Data Owner ResearchAnalysis Reports Annual Headcount Research Teams Referential Data Files MIS, Research: control distribution contains SSN SRTKSecured SRTK Datasets Research, MIS: control distribution contains SSN 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

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19 District Name

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21 Full-Time Faculty Obligation Specifications:

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23 Statewide Report Detail / Summary Located 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?