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