Communication Templates

Why You Are Getting This Email

The MIS term end Submission Process will begin on 📅 . Although Technology Services runs and submits the reports to the state Chancellor’s Office, you know your data best.

Audit Your Data

Please take some time in advance to look over your data elements (attached MIS Report Values spreadsheet shows where we think it’s in Banner) and consider the data definitions that the Chancellor’s Office has defined for the related report.

If the Applications team needs to create a report to help with that audit please submit a HelpDesk ticket.

Why is This Important

The MIS reports became more important when the Chancellor’s Office tied 30% of our funding to data on the MIS reports. While it was always important, this aspect increased the need for transparency and a renewed effort towards accuracy.

What’s Next

Technology Services will begin uploading the term reports to the MIS Test website. That site will give us a partial list of errors that we must resolve before continuing. We will be communicating by email with you and your supervisor/VP to resolve any errors that occur. We’ll work through the cryptic errors that the website generates until there are no more errors. I am here to help until the reports are as accurate as they can be.

Additional Resources

The MIS - Confluence page is our collective knowledge on this process and is the best place to go if you have questions. I’m also around to answer any questions or concerns that you might have.

Thank You

I know that this is a challenging task that often comes at an inconvenient time of year; so, thank you!

What’s Taken Place

We’ve been running the INSERT TERM HERE MIS reports and attempting to submit them to the Chancellor’s Office website. As part of that process, we’ve worked with you to resolve any errors that don’t allow us to submit those reports. All reports have been submitted to the Chancellor’s Office website. If we do nothing, that data will be the final data the Chancellor’s Office sees. With that said, thank you to everyone that worked with us to make those corrections.

What We Are Asking of You

The Chancellor’s Office website only says that what we have submitted is allowed. It does not check our data for what is true. That’s why we are asking for you to please look at the reports you are responsible for and audit the data for accuracy. This page shows who we think is the “Responsible Contact” for what report. The “Report Name” links to the Argos report that has your data. As part of the new MIS process, we are asking for VP approval of these submissions. So please send me an approval email with your manager and VP included so we can have their approval as well. If you have any issues that need to be resolved, please contact me and we will work towards that.

Deadline

Please work on this ASAP as any issues will take time to resolve.

Why This is Important

The MIS reports became more important when the Chancellor’s Office tied 30% of our funding to data on the MIS reports. While it was always important, this aspect increased the need for transparency and a renewed effort towards accuracy.

Resources

MIS reports pull from information that you either enter, or utilize, in Banner. That data must be reported according to the state’s definitions found in the Data Element Dictionary (DED). The attached MIS Report Values spreadsheet on this email tells you where that data lives in Banner (column G).

Examples for What to Check and How

View the Data Element Dictionary (DED) for the report you are responsible for and look at the elements (DED#) in that report. If you see any elements that trouble you in your day to day, or any elements that should never be used in certain circumstances; look at those for any problems in what’s being reported. You can use the Argos “Dimensions” feature to drill down to these problems.

Specific Examples:

• How many students did you have in your program for this term?

• An employee type that should always, or never, have a specific characteristic.

• The faculty load of a faculty member that is typically difficult or inaccurate.