Process Number: 121	Revision Date: 4/11/2001 7:52:53 AM
Revision #: 11	Back | Access Password:

MIS employee census and actual submissions

Office Responsible:

DCS - District - Computing Services

Process Type:

internal

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

Timeline (Deadlines or Time-Constraints) :

Census November 1st, Actual August 1st of each yr

What must be done before this process is started:

Hiring, Building a Staff Record, Building a Section, Additional Earnings Data Input

Which processes are waiting for this process:

Source documents or communication with information needed for this process:

All the programs in the "BRETT.MIS" Datatel directory.

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

1. A completed MIS employee census or employee actual submission. 2. Statistical summary reports from the State Chancellor`s Office.

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

Verbal request from Payroll to Computing Services to extract Faculty Assignment records from Datatel. Verbal confirmation sent to Payroll verifying extract complete. Payroll prints error report, audit data and contact responsible areas for corrections.

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

1. Create the faculty assignment download file by running the program "CREATE.EJ.DOWNLOAD" in the "BRETT.MIS" directory. 2. Copy that file to the Datatel home directory of the District Office staff person responsible for MIS employee data. Notify that person that the file is available. Currently that person is Colleen Gamboa. 3. The Disctrict staff are then responsible for running a process on their HR computer system which inputs this file and outputs the MIS Employee Demographic (EB) and Employee Assignment (EJ) files. They should notify the DCS programmer when these 2 files are available. 4. Create the Transmittal (TX) file by running the "CREATE.TX" file in the "BRETT.MIS" directory. 5. FTP these 4 files to a PC, then to the "vader" server. (This gets through the firewall.) 6. FTP the files from vader to "editserv.cccco.edu". The TX file must be transferred last. 7. 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. 8. When error reports are returned via e-mail, they must be examined and fixed as appropriate. 9. If errors are corrected, then the related MIS files must be regenerated and resubmitted by repeating the above steps.

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 whole file creation process into one program.