Process Number: 158	Revision Date: 5/9/2001 12:42:01 PM
Revision #: 1	Back | Access Password:

Student Maticulation MIS Term Submission

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) :

30 days after the end of each semester

What must be done before this process is started:

Academic Program & TOP Codes, Building a Course, Building a Section, Application, Assessment, Orientation, Registration

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 term submission. 2. Statistical summary reports from the State Chancellor`s Office.

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

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

1. Create the 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). 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.". 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 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.". 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 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.)