Process Number: 118	Revision Date: 3/25/2005 6:11:00 PM
Revision #: 8	Back | Access Password:

MIS term submission

Office Responsible:

DCS - District - Computing Services

Process Type:

internal

Position Title:	Sr. Programmer/Analyst		Author:	jmoody
Cross Trained Staff:		Manager:	dharris	Vice Pres.:	RTemple

Timeline (Deadlines or Time-Constraints) :

30 days after the end of each semester

What must be done before this process is started:

Data entry by campus departments, such as DSPS, EOPS, VATEA. Contact data from SARS/counseling and early alert.

Which processes are waiting for this process:

MIS processes at State Chancellor`s office. Reports to campus departments.

Source documents or communication with information needed for this process:

Local procedures found in "\\labyrinth\comp_center\MIS\MIS.doc". describe how to run programs in the "BRETT.MIS" Datatel directory.

What is the end-result of this process, or the hand-off

1. A completed MIS term submission, consisting of 9 submission files: Student Basic (SB), Student Enrollment (SX), Course (CB), Section/Session/Assign (XB), Student Matriculation (SM), Student Disability (SD), Student EOPS (SE), Student Precollegiate Basic Skills (PS), and Student VATEA (SV). Also, Employee Demographic Data (EB). 2. Statistical summary reports from the State Chancellor`s Office.

What steps must be taken independent of the computer system (Manual Process)

Contact Directors of Research at each college. Ask them to communicate with affected departments at their college for data entry and reports. Contact payroll (Colleen Gamboa) for interchange of data with County System.

Which steps must be taken on a computer (Electronic Process):

1. To create the SD file, run the program "CREATE.SD" in the "BRETT.MIS" directory. For each of the other 8 files, do the following: 1A. Run all of the programs in the "BRETT.MIS" directory that begin with "PRE.".Transfer (ELF) process is necessary. Also, some of these exports need to be run separately for Crafton and Valley, then combined into one file. Details are provided in the Datatel file "MIS.NOTES" in the "BRETT.MIS" directory. Note that the XB file actually consists of Section (XB) data, Session (XF) data, and Assign (XE) data. These are created with 3 different Datatel export processed, and then combined into one file. 1C. Run all of the programs in the "BRETT.MIS" directory that begin with "POST.". 1D. To create Employee Demographic (EB), get effective date from payroll (Colleen Gamboa), then run CREATE.EJ.DOWNLOAD. After interchange with County, copy staff files to EB and XE files. Combine XE with XB and XF. 2. Create the Transmittal (TX) file by running the "CREATE.TX" file in the "BRETT.MIS" directory. 3. FTP these 10 files to a PC, then to the "vader" server. (This gets through the 1B. Run the Datatel export process for that file. The Datatel export screens are found on the SRS menu in the Student System. A knowledge of Datatel`s Electronic File firewall.) 4. FTP the files from vader to "editserv.cccco.edu". The TX file must be transferred last. 5. Run the MIS files through David`s MIS Access Database. This produces a Miscrosoft Word document containing statistical summary data of the files. This document should be e-mailed to the appropriate administrators of the colleges. 6. When error reports are returned via e-mail, they must be examined and fixed as appropriate. Specifically, the EOPS and DSPS offices need to verify their total student counts, and generally want their final submission to be error-free. The error reports should be passed on to them for correcting. 7. If errors are corrected, then the related MIS files must be regenerated and resubmitted by repeating the above steps. 8. When the submission is determined acceptable by DCS and by the Chancellor`s Office, send an e-mail to "misproject@cccco.edu", requesting them to "load our data".

Related Documents to Process (e.g. Datatel documentation, Government code books, etc.)

1. MIS specs and related documentation, available at the Chancellor`s Office web site at "http://www.cccco.edu/cccco/mis/index.htm". 2. Datatel MIS documentation.

Notes (Cautions, suggestions for improvement, etc.)

Suggestion: rewrite this file creation process into one program.