Communication Templates

Why You Are Getting This Email

The MIS term end Submission Process for Sequoias CCD has begun. While Technology Services is responsible for running and submitting the reports to the state Chancellor’s Office, you, who understand your data best, play a crucial role.

Input and Correct Your Data Before Reporting

As we approach the MIS term end Submission Process, your assistance in ensuring that all relevant data is accurately inputted and/or corrected in our system is essential. This step ensures the reports that Technology Services will run and submit to the state Chancellor’s Office are accurate.

Please review the sections for which you are responsible, along with the attached MIS Report Values spreadsheet. This document illustrates our understanding of the data's location in Banner. Ensure that all necessary adjustments are made to align with the data definitions as provided by the Chancellor’s Office.

What’s Next

Technology Services will upload term reports to the MIS Test website. This site will identify errors that must be resolved. We will communicate with you and your supervisor/VP to resolve these errors, working through them until there are none left.

Additional Resources

The MIS - Confluence page is our collective knowledge on this process and the go-to place for questions. Feel free to reach out to me for any further questions or concerns.

Why is This Important

The importance of MIS reports has grown since the Chancellor’s Office tied 30% of our funding to the data on the MIS reports. This has heightened the need for transparency and accuracy.

Thank You

I recognize that this task comes at inconvenient times of year; your efforts are deeply appreciated. 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.