1. MIS Reporting at Foothill-De Anza: Overview of Methods and Procedures
Lourdes del Rio-Parent, PhD
Office of Institutional Research FHDA CCD

2. Preface MIS Reporting and Data Validity
Data validity is a function of the degree to which the data can be used to support meaningful decisions—degree of confidence.
Data analysis drives selection and use of technology; tools used for reporting must allow data analysts to efficiently assess and monitor changes in data quality.
Technology: set of tools or means to an end (e.g., reporting valid and meaningful data).
Data validation processes (e.g., clean-up) triggered by MIS reporting must benefit the parent system (production).
Data custodians/users need to be involved throughout the whole process.
Data validity is about confidence, which cannot be achieved without user involvement. Regarding application software, in the education arena technology has a supporting role—it is never the protagonist of the story. When deciding what technologies to use the key criterion that must be used to evaluate the application is the degree to which it allows data users and analysts to efficiently get the job done. It is not about getting the latest or coolest gadget; it is about getting the most cost-effective tool available.
Preface

3. Methods Tools, Applications and Related Functions
SQL Developer: Creates, modifies, or updates scripts for quarterly and annual views
TOAD: Allows easy data import/export across systems or platforms
Argos: Produces CSV reports that are sent through for a scheduled period of time to users across the District to clean-up data or confirm headcounts for categorical programs (DSPS, EOPS, CalWorks) or special groups (Puente, Middle College, College Now, Sankofa)
SAS: Processes data downloaded from parent system to create data files that meet MIS specifications and adds last minute edits to avoid rejects. It is also used to clean-up/process data stored in ODS custom tables for further data clean-up or follow-up reports.
At FHDA, these are the tools in the toolbox that seem to accomplish the job in the most efficient manner—at this time.
Methods

4. SQL Developer Procedures
1. Run sql scripts to create views for data clean-up (used by Argos reports) or MIS submission.
MIS views are small scripts that are mainly used for MIS and other related reports. These views/scripts are often combined or modified to extract data for other, sometimes unrelated, local/institutional reports.
SQL Developer

5. Procedures (cont.)
2. Schedule Argos reports. These are sent through to MIS users to facilitate data clean-up in the production/parent system.
Parent System
Argos Reports
MIS
MIS data clean-up processes are used to assess the accuracy of the data in the parent/production system, so that any report based on these data can benefit from data clean-up efforts. Argos reports are usually sent to users for a period of at least two weeks, and they provide updates on pending data issues. Argos reports are often modified to meet new specifications/data needs. A key component of the data clean-up is to make sure users see this process as one in which their efforts have a net gain (i.e., it helps them do their job more efficiently).
MIS feedback/clean-up loop improves data quality in the parent system, which benefits other reports (e.g., 320, internal research reports).

6. There are two key components within the Argos scheduled reports used for MIS reporting/data clean-up: the csv file, which contains the data, and the , which describes the data included in the csv file. The reports are scheduled to run a few times a week, about six weeks prior submission; and, besides proving an update on edits/data issues, it also reminds users about the upcoming submission date.
Argos

7. TOAD Procedures (cont.)
3. TOAD is used to export/import data across systems (servers, personal computer). Data is “filtered” through views, which are also used for related reports.
The use of views speeds processes for it “frees” the system from having to process complex queries
The raw data files are “frozen” until re-submission.
Specific to MIS reporting, TOAD allows easy import/export of data files across systems, including those with different platforms (MS SQL, Oracle SQL). The wizard functions are very easy to use to use or modify, even for users with limited computer programming experience.
TOAD

8. Procedures (cont.)
4. SAS programs/templates are used to read and process data for ‘last minute’ edits and MIS submission
Read files, including those used for final check
Term parameters
CCCCO Curriculum Inventory file
A key feature of SAS is that allows easy manipulation and analysis of data prior, during, and after submission. Templates are used for each report and every term/submission to keep track of specific “last minute edits.” Data edits that are term specific, and documented in these templates, are reviewed during re-submission. SAS is the application that provides the most control to the analyst, which is crucial to the whole process.
SAS

9. SAS Procedures (cont.) Read CB Banner data
Compare CB Banner data and CCCCO Curriculum Inventory
For example, for the CB (course) report, SAS allows the analyst to compare data from the production system (Banner) and CCCCO Curriculum Inventory. SAS also allows to “cascade” edits to avoid rejections due to referential edits in the MIS system. These means that edits in one template for a “parent” report, will automatically impact the data used by templates for the “child” reports.
SAS

10. Procedures (cont.)
SAS also allows the analyst to create all data files (including the TXT file) needed to test the data for specific reports or the final submission.
SAS

11. Submission Procedures (cont.) 5. Submit to MIS
The submission of the reports will end once the MIS system shows “No Error Found.” This does not mean that all the data is correct and valid; it means that all relevant issues have been identified and documented (e.g., term edits in SAS templates).
Submission

12. User Involvement Procedures (cont.)
5. Inform users about submission, including data issues
User involvement is the final stage of the process--at least until re-submission. A document summarizing data and related issues is sent or made available to users and their managers, so that they can review and take any necessary steps to improve the validity of the data submitted.
User Involvement

13. User Involvement Procedures (cont.)
Informing users about issues with the data is extremely important for submitting accurate data is not the responsibility of a single person or department; it the responsibility of all relevant parties across the District.
User Involvement

14. MIS Reporting Data Validity 1. Users 2. Analysts 3. Technology
Eliminating threats to the validity of the data submitted to MIS depends on the degree to which users, analysts, and those in charge of technology collaborate during every step of the process. Those involved in MIS reporting most also acknowledge that all factors (users, analysts, technology) are important; however, these should be no doubt that data users have the most influential role in the whole process, followed by analysts, and last…technology.
MIS Reporting