1. MIS REPORTING & Reports from MIS Preliminary Job Group
Becky Phillips
ARC
February, 2006
9/20/2018

2. MSI Reporting & Reports from MIS Preliminary Job Group
What is MIS Reporting?
What are the reports of the MIS Preliminary Job Group MG001R?
Will not be covering the 6/2 Match reports today
FTEF Distribution & Computation Process Pre-Edit Error Report (SR2901A)
Quarterly Staff/Class Schedule Reconciliation (SR2904)
FTEF Distribution & Computation Process Pre-Edit Error Report (SR2901B)
What do the error messages mean?
9/20/2018

3. What is MIS Reporting?
Production jobs that extract and edit student, enrollment, class and staff data for the quarter
The data is sent electronically in files to the system MIS (Management Information System) databases on the SBCTC’s HP3000
Each quarter’s reporting data is final after your college has released the data to SBCTC
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4. MIS Reporting Calendar
Posted on SBCTC’s web site
Important reporting dates
Check it frequently
Have your SMS job scheduler schedule the requested jobs on the dates listed on the calendar
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5. 9/20/2018

6. Standard Policy and Procedures Manual
Source of MIS reporting rules
Chapter 5 covers course coding, student, and enrollment counting
Located on SBCTC’s web site
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7. What does SBCTC do with the MIS Data?
Primary source for SBCTC Data Warehouse
Used for executive policymaking and decision support
Funding, enrollment allocation, enrollment forecasting, research, mandated studies by statute
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8. What external agencies is the data reported to?
Office of Financial Management
Higher Educational Personnel Board
Higher Educational Coordinating Board
Workforce Training Education Coordinating Board
Washington State Legislature
Department of Education
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9. SMS Reporting Steps
Schedule the MIS Preliminary job group, MG001R, often through out the quarter to edit your SMS data.
Make the appropriate changes to your SMS data to correct MIS errors.
Schedule the MIS Finals job group, MG003Q, during the time period listed on the MIS Reporting Calendar.
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10. Reports of MIS Preliminary Job Group, MG001R
Use them to clean up data prior to final reporting
Class data
Student data
Enrollment data
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11. SR9201J – MIS 1/2 Extract Invalid Codes
First job that edits the student’s quarterly biographic error
Errors are not necessarily “fatal”; student may still be reported if pass other reporting rules
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12. SR9201J – MIS 1/2 Extract Invalid Codes - Errors
Educational Program Code has not been approved by S.B.C.T.C
Occurs if student has F or G Intent and the EPC entered on SM700A has not been approved by S.B.C.T.C.
Intent is changed to Y during MIS Finals
9/20/2018

13. SR9201J – MIS 1/2 Extract Invalid Codes - Errors
Educational Program Code is not in Program Inventory Master.
Occurs if student is coded with K or H intent and the EPC on SM700A is not in the master program list maintained by S.B.C.T.C
No EPC or Program CIP will be reported
9/20/2018

14. SR9201J – MIS 1/2 Extract Invalid Codes - Errors
Invalid STU-INT will be set to Y (other) in extract file.
Occurs if student has an invalid or blank Intent on SM700A.
Valid Intents are A, B, D, E, F, G, H, J, K, L, M, X, or Y
9/20/2018

15. SR9202J – Count Tenth Day Enrollment
Determines which enrollments are eligible for state reporting.
Updates the Ten Day Enr field on Class Schedule screen, IS1002.
9/20/2018

16. SR9202J – Count Tenth Day Enrollment
Three types of errors
Coding – invalid or excluding
Dates – enrollment or class
Fee Pay Status – non-counting
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17. SR9202J – Count Tenth Day Enrollment
Coding Errors:
01 The student's Residency Status is invalid
02 The student's Fee Paying Status is invalid
03 The student's biographic data is missing
07 The student's class is not in the class schedule
08 The class is canceled
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18. SR9202J – Count Tenth Day Enrollment
Coding Errors:
12 The Continuous/Sequential Ind of class not 'C','S' or blank
17 Warning. Student's credits are not equal to class credits
18 Non-reportable Section; Section Status = 'Z'
23 Fee paying stat is not valid with student's resident status
27 The enroll count method of class is not 'C','S' or blank
9/20/2018

19. SR9202J – Count Tenth Day Enrollment
Date errors:
09 The Start Date of class is after the Tenth Day of the class
10 The Start Date of class is after Last Day of quarter
11 The Tenth Day of class is after Last Day of quarter
13 Add Date of student's class is after Last Day of quarter
14 Add Date is after Tenth Day of class for a sequential class
15 Drop Date is on/before the Tenth Day of a sequential class
9/20/2018

20. SR9202J – Count Tenth Day Enrollment
Date errors:
16 Student dropped from continuous class before Last Day YRQ
28 Entry date of student's class is after last day of quarter
29 Entry date is after tenth day of a course-based class
30 Exit date is on/before tenth day of course-based class
31 Exit date is on/before student's 5th day in stu based class
9/20/2018

21. SR9202J – Count Tenth Day Enrollment
Fee Pay Status edits
04 Senior Citizen (audit, space available) tuition waiver
05 College Employee tuition waiver (space available)
06 Unemployed tuition waiver
19 Underemployed tuition waiver
20 Classified state employee tuition waiver
21 WSU branch employee tuition waiver
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22. SR9202J – Count Tenth Day Enrollment
Fee Pay Status edits
22 'Running Start' student
24 Fee Paying Status is '34' (not paid)
25 Fee Paying Status is '35' (contract student)
26 Senior Citizen (credit, space available) tuition waiver
32 Clover Park Elective High School
33 Lake Washington Otteson High School
9/20/2018

23. SR9202J – Count Tenth Day Enrollment
Fee Pay Status edits
34 Bates Technical High School tuition waiver
35 Native American non-resident waiver
36 Bates Vocational Support
37 Fee Paying Status is '55' (Alternative High School)
38 Washington National Guard tuition waiver (space available)
9/20/2018

24. SR1202J –MIS 1 Report
Eight tables based on student and enrollment information.
Table 1: Quarterly FTES by Funding Source
Table 2: Student Headcount by Credit Hour Load
Table 3: Student Headcount by Sex Within Age Group
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25. SR1202J –MIS 1 Report Table 4 – Transfer Students by Source
Table 5: High School Students by County of High School
Table 6: Student Headcount by Ethnicity, Sex & Credit Hour Load
Table 7: Student Headcount by Student Intent
Table 8: Student Headcount by Clock Hour Load
9/20/2018

26. SR2201J – MIS 2 Report Edits the quarterly class record
Three kinds of edits:
Incomplete data in class record
Invalid codes
MIS reporting rules
R (Reject) appears in left hand column
Asterisks appear below field or fields in error
9/20/2018

27. SR2201J – MIS 2 Report
“R” indicates the class can not be reported because of errors
“S” indicates that course has not been approved
“!” indicates that the alternate section can not be reported because the lead section has rejected.
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28. SR2201J – MIS 2 Report Incomplete data in class record
Instructor ID
Instructor Name
Employment Status
Funding Source
10th Day Enrollment
Time-Location
Days if Time-Location = 1, 2, 9, 0
Checked Fall Qtr only:
Start Time if not arranged
End Time if not arranged
Building & Room if not arranged and Time-Loc = 1, 2, 9, 0
9/20/2018

29. SR2201J – MIS 2 Report
Invalid Codes – rare since the screens edit these codes
Institutional Intent
Employment Status
Team Taught
Consecutive/Sequential
Time Location
Days
Enrollment Count Methodology
Clock Hour Indicator
9/20/2018

30. SR2201J – MIS 2 Report MIS Reporting Rules – Rejects
Course not approved for the quarter
Fee Pay Status of 80 or 99 and Funding Source of 1, 2 or 3
Funding Source of 2 or 3 and no percent of external funding entered on CM5010.
Institutional Intent of 31 and Funding Source not 5
9/20/2018

31. SR2201J – MIS 2 Report MIS Reporting Rules – Rejects
Institutional Intent is 21 and the EPC code attached to the course has not been approved for the college
Institutional Intent is 21, 22 or 23, the CIP assigned has a CIP Type other than F, L or M
CIP Type is C (community service) and class has Institutional Intent other than 31
9/20/2018

32. SR2201J – MIS 2 Report
Also provides a summary of FTES by Institutional Intent and Funding Source
10th day FTES less R-Rejects (reported to SBCTC) – amount of FTES eligible to be reported as of the run date.
9/20/2018

33. SR2201J – MIS 2 Report
10th day FTES (R-Rejects included/not reported to SBCTC) – amount of FTES for all classes that have 10th day enrollment including those that rejected
Total Enrollment (not reported to SBCTC) – amount of FTES for all enrollments in all the classes. Includes rejected classes and non-counting enrollments.
9/20/2018

34. SR1201 – Errors when Creating the MIS 1 File
Further edits the student’s quarterly biographic record
Students enrolled entirely in funding source 5 classes are not edited
Students with fee pay status of 10, 11, 21, 22, 33, 34, 51, 53, 56, 93, 94, 95, 96, 97, 98 are not edited
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35. SR1201 – Errors when Creating the MIS 1 File
Three types of errors
Informational – no action needed
Informational or Warning – you may want to enter appropriate data
Warning - automatic action will occur
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36. SR1201 – Errors when Creating the MIS 1 File
Informational Errors
Birthdate invalid? Calculated age is LT 12 or GT
Student has more than 25 classes; 25 will be reported
Student has more than 99.9 credits; 99.9 will be reported
Student has more than hours; hours will be reported
Student is unreportable because all classes rejected
9/20/2018

37. SR1201 – Errors when Creating the MIS 1 File
Informational or Warning
Student’s STU-PURP-ATTND is blank
Student’s STU-FAM-STAT is blank
Student’s STU-PLAN-ATTND is blank
Student’s STU-WORK-ATTND is blank
Student’s STU-PRIOR-EDUC is blank
Student’s RACE code is invalid
Student’s HISPANIC code is invalid
9/20/2018

38. SR1201 – Errors when Creating the MIS 1 File
Automatic adjustment
Student’s STU-PRG-ENR is invalid; no CIP will be reported (the EPC is checked if the student has a quarterly intent of F or G)
Invalid STU-PURP-ATTND will be reported as “90” (Other)
Invalid STU-FAM-STAT will be reported as “90” (Other)
9/20/2018

39. SR1201 – Errors when Creating the MIS 1 File
Automatic Adjustments
Invalid STU-PLAN-ATTND will be reported as “90” (Other)
Invalid STU-WORK-ATTND will be reported as “90” (Other)
Invalid STU-PRIOR-EDUC will be reported as “90” (Other)
9/20/2018

40. SR1201 – Errors when Creating the MIS 1 File
Automatic Adjustment
Invalid STU-WORK-ATTND will be reported as blank – this error occurs if the student has a STU-WORK-ATTND of 80, 81, 82, 83, 84, or 85, (Dislocated Workers) and does not have one of the following:
Student intent of D, F, G, H, or J
Enrollment in at least one class with a CIP of 32.XXXX (Adult Basic Ed), or (Multi-Occup/Speciality Prog)
9/20/2018

41. SM4300J – Excess Enrollment
Each quarter, community colleges can designate some or all of their over state supported FTES target enrollments as excess enrollments
Only certain over enrollments are eligible to be excess enrolled
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42. SM4300J – Excess Enrollment
Eligible enrollments:
Enrollment in a state supported class
Student has the resident Fee Pay Status (01) in all state supported classes
The state supported classes have a blank or 01 fee pay status
No enrollment override of the fee pay status
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43. SM4300J – Excess Enrollment
Eligible enrollments:
Student’s enrollments count in the 10th day enrollment count of all his or her state supported classes
Student’s state supported class all count for MIS reporting
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44. SM4300J – Excess Enrollment
Eligible enrollments:
Student paid their own tuition
No financial aid
No waivers
No payment using a FAPC
Student can have one or more enrollments that are selected for excess enrollment and some that aren’t
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45. SM4300J – Excess Enrollment
Two reports generated
SM4300 – Excess Enrollment Exclusion List – what eligible enrollments were not selected and why
SM4301 – Excess Enrollment Summary – headcount, FTES and estimated tuition of eligible enrollments
9/20/2018

46. SM4300J – Excess Enrollment SM4300 - reasons for exclusion:
Student’s resident tuition payment is < estimated tuition – either the student hasn’t paid the total tuition estimated by the job or hasn’t paid by either cash, check or credit card
Start date of class > start date parameter
State support class is not reportable
Student is enrolled for 0 credits
9/20/2018

47. SM4300J – Excess Enrollment SM4300 - reasons for exclusion:
Student is enrolled in a continuous class – SM4300-INCL-CONT set to N
Student has dropped this state support class
Enrollment in state support class is not reportable
Non-state supported class and enrolled fps = 01
Student is enrolled in supplemental or shared funded class
State supported class and enrolled fps not = 01
9/20/2018

48. SM4300J – Excess Enrollment
SM4301 – Excess Enrollment Summary
Job scheduling criteria
Headcount, FTES and estimated tuition of eligible enrollments
Remaining eligible FTES and estimated tuition
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49. MIS 1/2 Reports Informational reports in different formats
SR1204J – MIS 1/2 Roster
SR1205J – MIS 1/2 Non-Counting Enrollment
SR1206J – MIS 1/2 Non-Counting Enrollment Roster
SR1207J – MIS 1/2 Student Check List
9/20/2018

50. SR1204J – MIS 1/2 Roster Class roster list
Classes with non-counting enrollments are identified with astericks (****)
Non-counting students based on enrollment dates are identified with asterisks (**)
Non-counting students based on enrollment Fee Pay Status are identified with pound signs (##)
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51. SR1205J – MIS 1/2 Non-Counting Enrollment
Sorted by MIS Error Code
Summary at each MIS Error Code
Number of enrollments
Amount of non-counting credits
Amount of non-counting clock hours
Amount of non-counting FTES
Summary of all MIS Error Codes
9/20/2018

52. SR1206J – MIS 1/2 Non-Counting Enrollment Roster
Class roster list
Non-counting students identified with MIS Error Code
Summary by MIS Error Code at end of the report
Number of sections
Reported Enrollments
Reported MIS Credits and Hours
Reported FTES
9/20/2018

53. SR1207J – MIS 1/2 Student Checklist
Students with non-counting enrollments in alphabetical order
All enrollments for the student display
MIS Error code displays with non-counting enrollment
Summary of students, enrollments and FTES – counted, not counted and total
9/20/2018

54. SR4101J - Unduplicated Headcounts by Enrolled Program – Occupational Preparatory Enrollments
Counting students with F Intent
Sex
Campus Location
Resident/Non-resident
Average credits/hours/age
Ethnic classification
Non approved programs identified with asterisk
9/20/2018

55. SR1203J - Special Needs Assignment Update Log
Sets two of the three Special Needs Indicator
Academically Disadvantaged
Limited English Proficiency
Cumulative through academic year
Reset to blank each July
Used for Carl Perkins Act reporting requirements (Federal Act)
Economically Disadvantaged Indicator is set by Jobs SR1208J, SR1209J & SR1211J during MIS finals.
9/20/2018

56. SR2254J – FTES/FTEF Summary Load Status Report SR2255
Creates SMIS summary data
Prorates Federal vocational FTEF
Federal vocational faculty have a V11 PAC Code on their Payroll record
Sorted by Subject Clusters – groupings of like CIP codes
9/20/2018

57. Questions?
9/20/2018