Upload
mirra
View
58
Download
0
Embed Size (px)
DESCRIPTION
California Community College Chancellor’s Office. Calworks Webinar Summer 2009. MIS Data = $$$$. Welcome. Meeting Ground Rules and Details. We have a very large group, please Mute your phone by pressing *6 One speaker at a time Type questions in the comment box - PowerPoint PPT Presentation
Citation preview
CALWORKS WEBINARSUMMER 2009
MIS Data = $$$$
California Community College Chancellor’s
Office
Welcome
Meeting Ground Rules and Details
We have a very large group, please Mute your phone by pressing *6 One speaker at a time Type questions in the comment
box This presentation will be archived
90 days and includes both visual and audio items
The PowerPoint will be saved on the MIS
Webinar Agenda
Presenters:MIS – Bonnie Edwards & Myrna HuffmanCalWORKs Program – Patricia Servin-Lemus & Debbie VelasquezAnnual Review Data – Barbara Kwoka
10:00 – 11:00 … Presentation, reports and data
11:00 – 11:30 … Program Updates / Q & A
11:30 – 12:00 … Annual Review Data
Webinar Goals
CalWORKsMIS Data2009
Attendees walk away with … Understanding of the MIS data
flow Understanding of Data Elements Understanding of State Reports How to find Data Reporting
Resources How to resolve reporting issues
Be able to say… “Yes, we are ready for
allocations”
MIS Reporting – Should it be a Priority?
“You cannot serve students if you don’t have a program.”
“As a new director, the most important thing you can do is call the Chancellor’s Office and get your funding formula.”
… quotes from an IT programmer at a district
Chancellor’s OfficeData Base
(Data Mart and Reports)
MIS DeptAt Districts
Data Submitted
External EntitiesDOF, Newspapers,Legislature, etc.
MIS Reviews Data
Data Available
Data Source
Users Review Data
Good Data at the Source=
Accurate View of Your College
Data Entered Into System
Enrollments(SX)
StudentDemographics
(SB)Sections
Courses
Matric.Emp.
Demo.
Sessions
Calendar Assignments
EOPSDSPS
Emp.Assign.
Cal-WORKs
The Chancellor’s Office Database
Assess.
VTEAPgm.Awds.Fin.
Aid
Timeline
Term Data is due to the state 30 days after end of term
Reports are generated after each term submission
Last day to resubmit for allocations is first Monday in August
Please Note: Local IT will require your data sooner than 30 days after term
NSC
Districts
UCCSU
EDD
DSS
Beyond the Community College System
CalWORKs Data Elements CalWORKs Applicant
Record
SC 01 CalWORKs Eligibility Status
SC 02 Case Management ServicesSC 03 CalWORKs Student CounselingSC 04 Referral to Other ServicesSC 05 Other Direct Support ServicesSC 06 On Campus Child Care HoursSC 07 Off Campus Child Care HoursSC 08 Dependants Receiving Child CareSC 09 Total Number of DependantsSC 10 Student Family StatusSC 11 Employment Assistance Services
Work Activity Record
SC 12 Work Activity StatusSC 13 Work Activity Area TOP CodeSC 14 Work Activity Begin DateSC 15 Work Activity End DateSC 16 Average Hours Worked Per WeekSC 17 Highest Hourly Wage Earned
CalWORKs Data Elements and UsesCalWORKSMIS Data2009
Required Data Elements for CalWORKs Reporting Student Characteristics (SB) CalWORKs Applicant (SC) & Work
(CW)
Data Uses Funding (CalWORKs) Justification (CalWORKs)
StudentDemographics
(SB)
CW
CalWORKs Reporting
CalWORKsMIS Data2009
StudentDemographics
(SB)
CW
• Student Enrolls, Determined Eligible & Attends at least 1 class meeting of a course
SB• Student Basic Record• Met SB Criteria at least 1 term in academic
year
SC• Student CalWORKs Record• 1 Record per student / SB reported per term
CW• CalWORKs Student Work Activity• 1 Record for each work activity per term• 0 to Many work activities in a term
CalWORKs ReportingAttendance VS. Enrollment
“the student must attend at least one class during the term. Enrollment does not necessarily equate to actual attendance.”
Local Enrollment RecordGenerated when a student enrolls in a
class
AttendanceStudent attends the class(es) for which
they enrolled
State Enrollment RecordGenerated only if the student attends the
class(es) past first census date or received 1 hour positive attendance or resulted in mark on transcript.
StudentDemographics
(SB)
CW
Enrollments(SX)
Sections
Courses
CalWORKs Reporting
CalWORKs
MIS Data
2009
SC01 CALWORKS-ELIGIBILITY-STATUSIndicates whether the student is an eligible participant who was provided services through the community college’s CalWORKs program and is designed to record the CalWORKs participation status of the student.
1 - SELF-INITIATED PROGRAM PARTICIPANT2 - SELF-REFERRED3 - COUNTY-REFERRED4 - EXEMPT6 - POST-EMPLOYMENT
Use 1 code per term, if multiple apply to student select based on the following priority order: 3, 1, 4, 6, 2
StudentDemographics
(SB)
CW
CalWORKs Funding
CalWORKsMIS Data2009
SC01 – CalWORKs Eligibility Status
Sum the number of eligible students (SC01) per academic year (Summer, Fall, Winter, Spring)
Group students by those with enrollment records and without enrollment records
Enrollment records tracked across the district
Work activity records are not required
StudentDemographics
(SB)
CW
CalWORKs Annual Headcount Report
CC District ABC
Coll #1Coll #2
Total Annual Unduplicated CalWORKs Headcount Column: Annual Unduplicated CalWORKs Headcount With Enrollment Record
+ Annual Unduplicated CalWORKs Headcount Without Enrollment Record.
A student will appear in the “Annual Unduplicated With Enrollment “ column IFa single enrollment record in the academic year is found.
Analysis ReportSTUDENTS SERVED
CalWORKS StatusStudent Count
With Enrollment
Student CountWithout
EnrollmentSelf-Initiated Program Participant 79 0Self-Referred Program Participant 1 0County-Referred Program Participant 304 0Exempt Program Participant 5 0Post-Employment Program Participant 0 0Total 389 0
Matches Data Mart
Analysis Report
CASE MANAGEMENT SERVICESStudent Count
Rcv'd Needs Assessment Services 113Rcv'd Other Case Management Services 140Rcv'd Both Needs Assessment and Other Case Management Services 136Total 389
COUNSELING SERVICESStudent Count
Did Not Receive Counseling 382Received Counseling: CalWORKs/TANF Funding 0Received Counseling: Other College Funding 7Received Counseling: CalWORKs/TANF And Other Funding 0Total 389
WORK STUDY ACTIVITY DETAILS
Work Activity
Number ofPositions
HeldUnduplicated
Student Count
Unduplicated Count
of Students Provided
Employment Services
On Campus Work Study 16 12 0Off Campus Work Study 61 60 47Total 77 72 47Total unduplicated Student 0 71 47
WORK STUDY ACTIVITY DETAILS
Area of Work ActivityTOP Code
Number ofPositions
HeldUnduplicatedStudent Count
Unduplicated Count
of Students Provided
Employment Services
Landscape Design and Maintenance 010910 3 3 3Business and Commerce, General 050100 1 1 0Retail Store Operations and Management 050650 2 2 1Logistics and Materials Transportation 051000 15 15 14Office Technology/Office Computer Applications
051400 3 3 0
Computer Programming 070710 1 1 1
Analysis Report
CalWORKs Data Mart
Matches Analysis Report
Detail & Summary Reports
SID
SID
• These reports are generated during the data submission process and list errors generated during the submission process.
• Local MIS may need to work with local data owners to correct the issues
• The error “Student ID not found in production table” means… A CalWORKs record was submitted but a record in the SB(Student Basic) file was not found.
College 123
College 123
Detail & Summary Report Ex: Rules for CalWORKs Data:
If On-Campus Child Care (SC06) > 0 OR Off-Campus Child Care (SC07) > 0
THEN Dependant Children Receiving Care(SC08)
must be greater than 0
http://www.cccco.edu/Portals/4/syntactical_edit_rules.pdf
Data Submission Errors
Errors can be eliminated and/or reduced if…
The data are reviewed and corrected by the program before local MIS submits data to the state
This review process needs to be developed locally
CalWORKs Reports
Summer• Detail &
Summary Reports (errors)
• Analysis Report
• Data Mart
Fall
• Detail & Summary Reports (errors)
• Analysis Report
• Data Mart
Winter
• Detail & Summary Reports (errors)
• Analysis Report
• Data Mart
Spring
• Detail & Summary Reports (errors)
• Analysis Report
• Data Mart
• Annual Headcount
Finding and Accessing ReportsPassword Protected:•Analysis and Annual Headcount Reports
•Request the General Access Password from your CISO
www.cccco.edu / Chancellor’s Office / Divisions / MIS / >>Data Submission…
Are my reports available? Select Submission History
Where is my term end report? Select Analysis Report
Where is my annual funding report? Select Annual Headcount Reports
Were there any errors during the data submission process? View Detail and Summary Reports
Local MIS has access to these reports What is the headcount in my program by
demographics? Select the Data Mart
Submission History
*If a date does not appear next to “Last Load to Production” then the data has not been loaded.
Categorical Year End Validation
Loca
l MIS
Spring MIS Data SubmittedDue 30 Days After Term
Syst
em O
ffice
MISAnnual
Headcount Report Created
Coor
dina
tors
/Loc
al M
ISValidate / Correct Prior to FundingPassword RequiredResubmit as Needed
Data On Demand: Pre-allocation Reports Trouble Shoot the Annual Headcount Report
Lists all of the students included in the Annual Headcount Report
Now you can compare your list to ours to determine missing or “extra” student counts
Or, find out information not available on the existing reports
Pre-Allocation Report
Pre-Allocation Report
SIDS
Drill down into term
ResourcesData Element Dictionary http://www.cccco.edu/SystemOffice/Divisions/TechResearchInfo/MIS/DED/tabid/266/Default.aspx MIS Presentations
http://www.cccco.edu/SystemOffice/Divisions/TechResearchInfo/MIS/Presentations/tabid/437/Default.aspx
CCCSO MIS Data Sites Analysis Reports http://edit2.cccco.edu/CFM/research/summarylogon.cfm Annual Headcount http://edit2.cccco.edu/CFM/anlcnts/anlcnts_logon.cfm
CCC Data Mart http://www.cccco.edu/SystemOffice/Divisions/TechResearchInfo/MIS/DataMartandReports/tabid/282/Default.aspx
Submission History https://webdata.cccco.edu/history.cfm
Data On Demand Pre-Allocation Reports (must be pulled by Research or MIS) https://misweb.cccco.edu/dataondemand/
Patricia Servin–LemusDebbie Velasquez
Program Update
Barbara Kwoka
Annual Data Review
Annual Review Data
August 20092005-2006, 2006-2007, 2007-2008
January 20102005-2006, 2006-2007, 2007-2008, 2008-2009