MSIS Training

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• MSIS Training
• July 8 - 12, 2002

2
Initial Load

• June 1 to September 30
• Submit for incoming Kindergarten students
• Edit check this year on Date of Birth (to prevent
  all the duplicate MSIS IDs that were assigned
  last year because packages would send all
  students instead of students without MSIS IDs)
• Download the IMT file once you have a SUCCESS
• Import the new MSIS IDs in the IMT file into your
  SAP database

3
Coming Edit Checks

• Transported Check
• If an A1 is submitted, Attending District Number
  must equal Resident District Number
• If an A2 or A3 are submitted, Attending District
  Number must not equal Resident District Number
• District Number must be for a public school
• Gifted Indicator Check - if Gifted Indicator is
  set to Y, MSIS will check to be sure there is a
  Gifted course in the students schedule
• Salary Check - any salary entered under
  Non-Teaching must be for non-teaching codes
  (Administrator, Coach, Bus Driver, etc.)

4
Coming Edit Checks

• C1 and C2 withdrawal tags must include Final
  Grade, Promotion Tag, Promotion Date, Graduation
  Type, Carnegie Units, and Credits
• C1 and C2 withdrawal tags can not be submitted in
  M9 since they indicate early graduates
• For a C1, the student must be in grade 12
• When a Final Grade is submitted, the Carnegie
  Units and Credits will be Mandatory
• An edit check between teacher and student
  schedules to ensure that the data is correct for
  Funding (SPED, Gifted, and Vocational), Class
  Overload Report, and Accreditation edit checks

5
Summer School

• Should include
• Extended Year
• Summer School Courses
• On-line Courses
• Correspondence Courses
• Submitted by the school that owns the student -
  this is the school responsible for maintaining
  the student record (not the school offering
  Summer School)
• Must be submitted before M1 of the following
  school year

6
Historical Student Data File

• Optional file to complete students data
• May be submitted in June after M9 has been
  completed across the state - dates will be
  announced on the listservs
• Few edit checks

7
Update Security Roles

• Submit MSIS-1 Form if you have a new District
  Primary Contact
• Submit MSIS-2 Form
• to delete users that are no longer with your
  district
• if user roles have changed
• if you have new users

8
Check Your Data and Update

• Do you have any new Principals?
• Do you have a new Superintendent?
• Have the mailing addresses of any of your schools
  changed?
• Make schools that you are closing inactive (after
  you transfer the students).
• Create any schools you are opening (after you
  have completed M9 but before you transfer
  students) and update the demographics for the new
  school.
• Do you have new School Board Members?

9
Security
10
Security Management Changes

• Contract Person
• New Security Personnel
• Procedures the same
• email secadmin_at_mde.k12.ms.us
• Helpdesk [phone]
• Fax Temporary account (5 days)
• inactivating temporary accounts

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Security Update

• Passwords
• 1st level of protection (usernames known)
• Changed Quarterly (New Procedure)
• Non-dictionary word
• Alphanumeric
• start with alpha

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Security Account Management

• Paperwork
• Fax copies are temporary (5 days)
• Originals paperwork permanent account
• Have numerous temp accounts
• Administrator will be contacting for original or
  to deactivate

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Security Account Audits

• Primary Contact MSIS Role
• New screens
• View user by role
• View user by district
• Audit Reports
• Bi-yearly
• Best time

14
Data Quality
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Facts About Data Quality

• Important areas
• data accuracy, currency, completeness, and
  consistency
• conformity between a recorded data value and the
  corresponding actual data value
• Between one and twenty percent of data items in
  critical organizational databases are estimated
  to be inaccurate

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Facts About The Data

• MSIS is 55 gigabytes of system and data
• Approximately 495,000 enrolled students
• Approximately 614,141 student records
• 83,701 employee records
• 5,000 user records

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Facts About Data Quality

• Emergency Contacts
• 14,000 Mr. Or Ms. ZZZZs, ? Or _at_
• 17,074 Telephone number as 999
• 30,384 Addresses as ZZZZ

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Improving Data Quality

• have clear goals and objectives
• properly assign responsibilities for data and
  ensure that those responsible have the tools
  needed to succeed
• have an operational plan for improvement that
  specifies which improvement methods are to be
  applied to which data

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• For Additional Information Visit the MSIS
  Information Web Page
• Http//www.mde.k12.ms.us/msis
• Or Contact
• MSIS Help Desk 601-359-2942