CRCSD Data Map Input (2-21-07)
Transcript of CRCSD Data Map Input (2-21-07)
Ref. # Data Set (Type of Data?)
Data System (Name of Database?)
Type of Data Entered? (Key Fields & Info.?) Who Enters the Data? When? Who Modifies
the data? When?
Who Assures Data Quality? (Person
Responsible?)
1
Purchasing, distribution, inventory management
Periscope E-procurement system
Product description, quantity, unit price, general ledger account code, delivery address, requester name, date desired, warehouse inventory item#, in stock quantity, vendor name-address-phone number-contact person
original requestor, purchasing/warehouse department staff, accounting staff, ongoing
original requestor, purchasing department and account department staff as appropriate ongoing
purchasing department and accounting department staff
2 Expenditures
Smart Data On Line (SDOL) - JP MorganChase
Expenditure account numbers, descriptions, dollar amounts
Original purchaser, supervisor, accounting staff, purchasing staff ongoing
Original purchaser, supervisor, accounting staff, purchasing staff ongoing
purchasing department and accounting department staff
3 Production costs GWAEA Web Interface
Upload from Production's access database to a file that is then uploaded into the finance system - Original access file contains purchaser, service provided, account number to be charged.
Production does upload to Interface, accounting does upload to finance system ongoing Production ongoing production
4 Capital assets GFAMS
Capital asset description, estimated life, dollar amount, account number, department
Accounting department staff ongoing
Accounting department staff ongoing
Accounting department staff
5Requests for processing GWAEA Web Request
Requests for processing to post items to general ledger, print checks, run reports
Accounting department staff ongoing
Accounting department staff ongoing
Accounting department staff
CRCSD Data Map Input (2-21-07)Department Name: Accounting
6Account numbers/conversion GWAEA Acct Conv
Old account number segments and descriptions, New account number segments and descriptions
Accounting/business services department staff ongoing
Accounting/ business services department staff ongoing
Accounting/business services department staff
7
Electronic bill payments (ACH), reporting SinglePoint
Payment amounts, routing numbers, checking account numbers, bank information
Accounting/business services department staff ongoing
Accounting/ business services department staff ongoing
Accounting/business services department staff
8
Activity Fund receipts, disbursements, assets
EPES Activity Fund Software
Payees, check numbers, dollar amounts, account numbers, vendors, receipt numbers
HS and MS bookkeepers and accounting department staff ongoing
HS and MS bookkeepers and accounting department staff ongoing
HS and MS bookkeepers and accounting department staff
9Cleared Checks from US Bank Modem connected
Accounting department collects file from US Bank using a modem connection. File contains all of the cancelled checks for the General Fund each month. This file is then sent to GWAEA for trial processing through request system. Changes are made to fix e
US Bank enters cleared check information, accounting department submits processing requests. Monthly
Business services department staff Monthly
Business services department staff
58
All District Financial Information (checks, receipts, journal entries, purchase orders, vendors, customers, budgets, etc.)
GWAEA Finance System
Account numbers, Check warrants, purchase orders, invoice amounts, vendor name, vendor number, vendor contact information, customer names, numbers, contact information, account supervisors, etc. Much information from other systems is funneled into the Finance system either automatically, or by journal entry.
Accounting, business services, purchasing, food and nutrition, GWAEA staff ongoing
Accounting, business services, purchasing, food and nutrition, GWAEA staff ongoing
Accounting, business services, purchasing, food and nutrition, GWAEA staff
59Account numbers, budget amounts
Web Budgeting, accessed through Web Finance
New budget amounts, account numbers, FTE's
All administrators, managers, supervisors within District Feb/March
Business services department staff March/April
Business services department staff
60
Account number information, supervisors, budgets, purchase orders, vendors, PY financial information, CAR upload, User ID's, User passwords GWAEA Web Finance
Financial data not really entered here, information updated daily from Finance system. User ID's, passwords, rights assigned here.
Accounting/Business Services staff ongoing
Accounting/Business Services staff ongoing
Accounting/Business Services staff
61Types of absences, object numbers
Substitute Pay, accessed through Web Finance
Data not entered here, obtained through payroll system (??) and updated daily.
Obtained through payroll system (??) ongoing Payroll/HR ongoing Payroll/HR
62
Various filters on account numbers, supervisors, vendors
GWAEA Legacy Query System (LQS)
Information obtained from other systems (finance, budgeting, payroll) can be queried in different ways through this program.
Accounting/Business Services staff ongoing
Accounting/Business Services staff ongoing
Accounting/Business Services staff
63 Document StorageGWAEA Document Storage
Various reports posted here by GWAEA. GWAEA posts reports ongoing GWAEA ongoing
Accounting/Business Services staff/GWAEA
Ref. # Data Set (Type of Data?)
Data System (Name of Database?)
Type of Data Entered? (Key Fields & Info.?) Who Enters the Data? When? Who Modifies
the data? When?
Who Assures Data Quality? (Person
Responsible?)
10Sp Ed student demographic data
We do entry in IMS We have view only in Student Systems k-5, k-12, and Centerpoint
Special Ed student demographics, state required data, educational history, student referrals and evals Special Services staff
Every time a new sp ed student enters or services/demographics change
Special Services IMS Intake staff
Any change in sp ed student demographics or state required information
Special Services & AEA staff
11Student state ID# for Project Easier Project Easier
"Resolve near matches" only
DE provides info. Sp Services matches with existing number or creates new one
Once a month or so
DE & GWAEA
Once a month or so DE
Department Name: Special Services Office
29Student achievement data
GWAEA Assessment System read only AEA
after assessment periods AEA d/k AEA
105Sp Ed Summer School Excell sheet
Demographics for Summer school teacher & paras
Summer school coordinator April-August
Summer school coordinator as needed
Summer School coordiantor
106 Sp Ed Medicaid Access medicaid billing information Sp Ed sec'tary on-goingSp Ed sec'tary on-going Sp Ed sec'tary
Ref. # Data Set (Type of Data?)
Data System (Name of Database?)
Type of Data Entered? (Key Fields & Info.?) Who Enters the Data? When? Who Modifies
the data? When?
Who Assures Data Quality? (Person
Responsible?)
1
Purchasing, distribution, inventory management
Periscope E-procurement system
Product description, quantity, unit price, general ledger account code, delivery address, requester name, date desired, warehouse inventory item#, in stock quantity, vendor name-address-phone number-contact person
original requestor, purchasing/warehouse department staff, accounting staff, ongoing
original requestor, purchasing department and account department staff as appropriate ongoing
purchasing department and accounting department staff
105
Student transportation routing system Trapeze
Student demographic information ie name, address, F/R parents name, phone number, etc. Routing information, Street map information Transportation staff ongoing
Transportation staff ongoing
Transportation staff
Ref. # Data Set (Type of Data?)
Data System (Name of Database?)
Type of Data Entered? (Key Fields & Info.?) Who Enters the Data? When? Who Modifies
the data? When?
Who Assures Data Quality? (Person
Responsible?)
14 PLATO PLATOStudent's District ID , Name and Scores
OLL Secretaries, Teachers, Facilitators
Summer as needed
Teachers, Facilitators As Needed C. Lindo
108Kindergarten Assessment
Kindergarten Assessment
Student's District ID, Name, School, and Scores
Teachers, Reading Coaches 3x a year
Teachers, Reading Coaches As Needed Reading Coach
109 LAPO LAPOStudent's District ID, Name, School, and Scores
OLL Secretaries, Teachers, Reading Coaches 3x a year
Teachers, Reading Coaches As Needed Reading Coach
Department Name: Secondary Reading
Department Name: Business Services
110 BRI BRIStudent's District ID, Name, School, and Scores
OLL Secretaries, Teachers, Reading Coaches
Teachers, Reading Coaches As Needed Reading Coach
111 PREP-K PREP-KStudent's District ID, Name, School, and Scores
Teachers, Reading Coaches 2x a year
Teachers, Reading Coaches As Needed J. Larson
112 PREP-1 PREP-1Student's District ID, Name, School, and Scores
Teachers, Reading Coaches 2x a year
Teachers, Reading Coaches As Needed J. Larson
113 PREP-2 PREP-2Student's District ID, Name, School, and Scores
Teachers, Reading Coaches 2x a year
Teachers, Reading Coaches As Needed J. Larson
Ref. # Data Set (Type of Data?)
Data System (Name of Database?)
Type of Data Entered? (Key Fields & Info.?) Who Enters the Data? When? Who Modifies
the data? When?
Who Assures Data Quality? (Person
Responsible?)
15Student Health Record GWAEA Health System
Student demographics, health history, health data, immunization records, health notes, health plans
health secretaries & school nurses
throughout the school year
health secretaries & school nurses
when new student health information is known
health secretaries & school nurses
16
Record of student visits to school health offices
CRCSD Health Visits Database (ACCESS)
student name, building, teacher, visit date & time, coomplaint type, intervention, contacts, outcomes, Medicaid codes
health secretaries & school nurses
With each student visit to health offices
health secretaries & school nurses
edit as needed
health secretaries & school nurses
17Health Services Reports
Medication Administration Report; Monthly Health Office report; Semi-Annual Health Office Report (EXCEL)
Medications administered to students, # Health Office visits, immunization status, health concerns, health plan developed, Medicaid billing, and special health services provided per school
health secretaries & school nurses monthly Deb Kueter
when change required
health secretaries & school nurses
18Staff training for CPR and First Aid
Building Responders (EXCEL)
Staff name, school, position, dates of CPR & First Aid training
Deb Kueter, Sally Immerfall,
When training is completed
Deb Kueter, Sally Immerfall,
with changes in training dates
Deb Kueter, Sally Immerfall,
Department Name: Student Services
19 Variance ReportsVariance Reports (EXCEL)
Student, staff visitor emergency or injury at school, name, ID, school, grade,date,description of incident and description and location of injury, disposition of injured. Deb Kueter
When reports received from schools NA NA Deb Kueter
20
Staff with Bloodborne Pathogens Occupational Exposure
Bloodborne Pathogens (EXCEL)
staff name, school, position, training dates, consent/waiver for Hepatitis B vaccine Deb Kueter
When staff are offered training
Deb Kueter; Sally Immerfall
With changes to training dates or occupational exposure status
Deb Kueter; Sally Immerfall
21
Staff Certification in Medication Administration
Medication Administration Certification (EXCEL)
staff name, school, position, training dates, Deb Kueter
When training is completed Deb Kueter
When changes occur Deb Kueter
22
Student Visits to Metro Care Connection Clinical Fusion
Student name, ID#, birthdate, race, insurance status, Medicaid#, school grade, reason for visit, provider, procedures, location of service, disposition, referrals
MCC health secretaries
with each student visit to Metro Care Connection centers or outreach sites
MCC Health Secretaries
when edit is needed Kim Rimmer
23 At Risk InterventionsAt Risk Database (ACCESS)
Student name, ID#, at risk criteria, interventions, provider, outcomes
Counselors, nurses, at risk staff, administrators
When student identified as meeting criteria for at risk
Counselors, nurses, at risk staff, administrators
When change noted or at review date
Counselors, nurses, at risk staff, administrators
24 Career PlansCareer Plans Database (ACCESS)
Student name, academic plan, career plan, post-secondary options
counselors, counselor secretaries
For every 8th grader going on to high school
counselors, counselors secretaries
annual updates
counselors, counselors secretaries
25Immunizations Administered
IRIS (Immunization Registry Information System - Iowa Department of Public Health)
student demographics and immunizations type and date
Kim Rimmer (MCC Health Secretary) Monthly
Kim Rimmer (MCC Health Secretary)
Monthly or as needed
Kim Rimmer (MCC Health Secretary)
Department Name: PACT
Ref. # Data Set (Type of Data?)
Data System (Name of Database?)
Type of Data Entered? (Key Fields & Info.?) Who Enters the Data? When? Who Modifies
the data? When?
Who Assures Data Quality? (Person
Responsible?)
26Demographics Scheduling Reporting SASI Gifted & Talented
Counselor's Secretary -J. Wojtowics Yearly
Counselor's Secretary - J. Wojtowicz
Registration Changes
26 Demographics GWAEA Student System Gifted & Talented
PACT Secretary, Building Secretary Fall & Winter
PACT Secretary, Building Secretary
26 Demographics Centerpoint Gifted & Talented Building Secretary YearlyCounselor's Secretary ?
26 ITBS ScoresGWAEA Assessment System
Access scores for student placement, data collection purposes GWAEA Yearly ?
Ref. # Data Set (Type of Data?)
Data System (Name of Database?)
Type of Data Entered? (Key Fields & Info.?) Who Enters the Data? When? Who Modifies
the data? When?
Who Assures Data Quality? (Person
Responsible?)
30M.S. Math End of Unit Assessment
Excel Spreadsheet Stored in Tele Rubric Scores Teachers At end of unit
Math Facilitator compiles data Periodically Math Facilitator
31 3/5 Math AssessmentDistrict Assessment data base Rubric Scores Teachers 3x/yr.
Math Facilitator compiles data End of year Math Facilitator
32 1/2 Math AssessmentTemplate that's transferred to Excel Rubric Scores Teachers 3x/yr.
Math Facilitator compiles data 3x/yr.
33 K Assessment On-lineBeginning Reading/Math Skills Teachers 3x/yr.
Secretary, Teachers
When students move
Math & Reading Facilitators, Technology
34M.S. Computation Assessment Student Scan Sheets Computation Test Results GWAEA 3x/yr.
Gregory Dunn 3x/yr.
Math Facilitator/G. Dunn
Department Name: K-8 Math
Department Name: Research Office
Ref. # Data Set (Type of Data?)
Data System (Name of Database?)
Type of Data Entered? (Key Fields & Info.?) Who Enters the Data? When? Who Modifies
the data? When?
Who Assures Data Quality? (Person
Responsible?)
28Student Demographic data CenterPoint
All Student Demographics; State Required Fields: Enrollment Codes & Resident District; Special Ed.; Gifted and Talented Counselor Secretary
Every time a new student enters school or demographics for a student change: address
Counselor Secetrary
Any change in the demographics or state required information
When data is submitted to state we find the errors that need correcting. Research office
36Office referrals (PreK-5)
SWIS (web based through U of Oregon) to be implemented fall 2007
*major rules violations *location of violation *time of day *reason for the action *administrative response
*counselor *facilitator *principal *building secretary daily updates
*counselor *principal as needed principal
120Student Demographic data SASI
All Student Demographics; State Required Fields: Enrollment Codes & Resident District; Special Ed.; Gifted and Talented
Depends on which data e.g., discipline, scheduling, demograhic daily updates
Counselor Secretary; Principal; Attendance Secretary
Any change in the demographics or state required information
When data is submitted to state we find the errors that need correcting. Research office
121Student Demographic data GWAEA K-12
All Student Demographics; State Required Fields: Enrollment Codes & Resident District; Special Ed.; Gifted and Talented Principal's Scretary daily updates
Counselor Secretary; Principal; Attendance Secretary
Any change in the demographics or state required information
When data is submitted to state we find the errors that need correcting. Research office
29ITBS/ITED; DRP Scores
GWAEA Assessment System
All assessment data for CRCSD students GWAEA
Updated yearly with disc from Iowa Testing
No one. Data never changes from original data received from Iowa Testing Never Iowa Testing
Department Name: Grades 6-12 Science
Ref. # Data Set (Type of Data?)
Data System (Name of Database?)
Type of Data Entered? (Key Fields & Info.?) Who Enters the Data? When? Who Modifies
the data? When?
Who Assures Data Quality? (Person
Responsible?)
37
District Science Multiple Assessments for Grades 6-12
Excel, Centerpoint, SASI
Student information including ID and individual student answers District Science Teachers 3x's/year
Technology and Science Facilitator 3x's/year
Science Facilitator, Teacher Review Committee, Chris Olsen
Ref. # Data Set (Type of Data?)
Data System (Name of Database?)
Type of Data Entered? (Key Fields & Info.?) Who Enters the Data? When? Who Modifies
the data? When?
Who Assures Data Quality? (Person
Responsible?)
38Student Meal Program PS1000
LN, FN, MI, ID#, DOB, Phone, Ethnic Code, School, Grade, HR, Balance, Notes, Allergies, F/R Status, Special Programs, Contact Info, Address, City, State, Zip, Phone, Preferred Language, Input of deposits.
F&N Central Office Staff ongoing
F&N Central Office Staff ongoing
F&N Central Office Staff
38 Point of Sale PS1000
Daily Sales - Reimbursable Meals, Ala Carte Sales, Account Deposits F&N Cashiers ongoing
F&N Central Office Staff ongoing
F&N Central Office Staff
38Application Processing PS1000
State Case#, Foster License#, Household Income, Household Size, Admin Approval/Homeless Designation, Release of information in regards to: Waived School Fees, Cultural Programs, Scholarships, Transportation, hawk-i.
F&N Central Office Staff ongoing
F&N Central Office Staff ongoing
F&N Central Office Staff
38 Adult Meal Program PS1000
LN, FN, Address, Phone, Card#, City, State, Zip, Building, Balance, Input of deposits.
F&N Central Office Staff ongoing
F&N Central Office Staff ongoing
F&N Central Office Staff
Department Name: Food & Nutrition
58 Accounts Payable Mainframe
Vendor #, Inv #, Inv Date, Acct #, Amt Due, Description, PO#.
F&N Central Office Staff ongoing
F&N Secretary & F&N Supervisor ongoing
F&N Secretary & F&N Accounting Supervisor
58 Financial Data Mainframe
Monthly Reimbursement Receivable, Monthly Sales Revenue, Deferred Revenue
GWAEA Data Entry Clerk monthly
F&N Accounting Supervisor as needed
F&N Accounting Supervisor
44 Employee Directory Excel Spreadsheet
LN, FN, School, Title, Hours, FTE, Phone, Address, DOB, Date of Hire, Seniority, Base Rate of Pay, Longevity Pay, Certification Pay
F&N Secretary, Department Manager ongoing
F&N Secretary, Department Manager ongoing
F&N Secretary, Department Manager
107 Nutrikids Stand Alone Nutrient InfoF&N Central Office Staff ongoing
F&N Central Office Staff ongoing
F&N Central Office Staff
Ref. # Data Set (Type of Data?)
Data System (Name of Database?)
Type of Data Entered? (Key Fields & Info.?) Who Enters the Data? When? Who Modifies
the data? When?
Who Assures Data Quality? (Person
Responsible?)
1
Purchasing, distribution, inventory management
Periscope E-procurement system
Product description, quantity, unit price, general ledger account code, delivery address, requester name, date desired, warehouse inventory item#, in stock quantity, vendor name-address-phone number-contact person
original requestor, purchasing/warehouse department staff, accounting staff, ongoing
original requestor, purchasing department and account department staff as appropriate ongoing
purchasing department and accounting department staff
Department Name: Building & Grounds
46
Mainenance and construction fiancial and payroll data Work Order System
Work order description, location, account number, priority, dates, employee information, time cards, stock material costs, vendor costs, time estimate, crafts, and completion information
Buildings and Grounds, Business Services, and Accounting Department staff ongoing
Buildings and Grounds, Business Services, and Accounting Department staff ongoing
Buildings and Grounds, Business Services, and Accounting Department staff
Ref. # Data Set (Type of Data?)
Data System (Name of Database?)
Type of Data Entered? (Key Fields & Info.?) Who Enters the Data? When? Who Modifies
the data? When?
Who Assures Data Quality? (Person
Responsible?)
47
Building Volunteer/ Enrichment Coordinators Access
School and home contact information
Community Relations Secretary
Yearly - adding new building volunteer/ enrichment coordinators to list
Community Relations Secretary
Change of information
Marcia Hughes and Pat Szymanek
48District Volunteer Database Access
Purpose is to track volunteers active in schools; school & home contact info, and disclosure card receipt
Volunteer/ Enrichment Coordinators and Community Relations Secretary
Every time a new volunteer enters a building with completion of volunteer disclosure card
Volunteer/ Enrichment Coordinators and Community Relations Secretary
Change of information or departure of volunteer
Marcia Hughes and Pat Szymanek
50
Field Experience/ Observation College Student Placements Access
Request info on student (course, hrs, preferred school); Placement info (building and teacher where placed)
Request info: College Contact / Placement info: Community Relations Secretary
Prior to every college term (Fall, Jan, Spring)
Community Relations Secretary
When placement is revised, declined, or cancelled within term
Marcia Hughes and Pat Szymanek
51 Field Trip Scheduling File Maker Pro
School activity/location, teacher, grade, #students, date & time of trip
Community Relations Secretary
Spring prior to next school year
Community Relations Secretary
When notified of changes of trip between teacher and site
Marcia Hughes and Pat Szymanek
Department Name: Community Relations
52Community Resource Speakers File Maker Pro
Resource contact info, topic, school/teacher requesting, and scheduled presentation info.
Community Relations Secretary
When requested and scheduled
Community Relations Secretary
When resource info is revised or presentation rescheduled
Marcia Hughes and Pat Szymanek
53Buildings, Principals, Media Specialists File Maker Pro
Purpose is for printing of labels for various building contacts
Community Relations Secretary
Community Relations Secretary
Updates or revisions made when changes in staff occur
Marcia Hughes and Pat Szymanek
54
Master Catalog of District-produced Video Productions Access Title, date, length, location Jo Ellen Johnson
On completion of new tape
Jo Ellen Johnson
Whenever master's status changes
Jo Ellen Johnson
55TV-Media equipment inventory Access
Brand, model, serial #, accesssories, repair records, storage location Jo Ellen Johnson
When new equipment is received
Jo Ellen Johnson
After annual summer inventory; whenever an item is repaired
Jo Ellen Johnson
56ICN schedule (for ESC ICN site use) (state-wide system)
Date, time, location of sites for ICN sessions
Regional schedulers; TV-Media staff for CR
Daily--whenever new meetings are requested for the ESC ICN room
Regional schedulers
When changes are requested
regional schedulers; Jo Ellen Johnson
57ESC room scheduling calendar MS Outlook
Meeting title, sponsor, date & times, location
Department secretaries at ESC (approx. 15 people)
Daily--whenever new meetings are requested for the ESC
Original schedulers have change rights for their own entries; key schedulers may change anything
Daily as needed
Jo Ellen Johnson - checks for errors
Data Set (Type of Data?)
Data System (Name of Database?)
Type of Data Entered? (Key Fields & Info.?)
Who Enters the Data? When?
Who Modifies the data?
When?Who Assures Data Quality?
(Person Responsible?)
64
Record of professional development Old Staff Development
Name, demographic info, courses, dates, credit, completion
Ann Nicholson, Pat Mote and Bonnie Galbraith
when courses are scheduled, when people register, after courses are completed
Ann Nicholson and Bonnie Galbraith
When there are name changes; when classes are cancelled
Ann Nicholson and Bonnie Galbraith
65Record of recertification credit
Recertification Database
Name, demographic info, courses, dates, recertification credit, completion
Ann Nicholson and Tracy Leytem
When courses are completed for recertification credit
Ann Nicholson and Tracy Leytem
When there are name changes
Ann Nicholson and Tracy Leytem
66
Record of professional development
New Professional Development DB
Name, demographic info, courses, dates, credit, completion
Ann Nicholson and Bonnie Galbraith
when courses are scheduled, when people register, after courses are completed
staff, Ann Nicholson and Bonnie Galbraith
staff when they register for classes and update their profiles, Ann and Bonnie if changes are made to course times, etc.
Ann Nicholson and Randy Weger
67 Course EvaluationZoomerang (and then put in Excel)
Course name, ratings, and open ended comments Course participants
At the last session of a class
67aCourse Follow up Evaluation
Zoomerang (and then put in Excel)
Course name, ratings, and open ended comments Course participants
Two months after completing a class
68District cell phone numbers
District cell phone numbers Acct #/site/user/cell # Laurel Bogers July
Laurel Bogers as needed Laurel Bogers
69District telephone numbers Phone DB
phone #/set type/where and how # rings
helpdesk/Laurel Bogers as needed
helpdesk/Laurel Bogers as needed
helpdesk/Laurel Bogers
Department Name: Technology Training
70 Student/Staff names Active Directory
First & Last names/title/location/year of graduation/Student IE # Laurel Bogers as needed
Laurel Bogers as needed Laurel Bogers
71District Long distance code ecas
Staff name, location, blg acct #, phone #, ld code Laurel Bogers as needed
Laurel Bogers as needed Laurel Bogers
72 Tech JobsAsset Tag #'s Work Requested Staff Requesting
Technicians Customer Service/Field Support Supervisor Other Technology Daily
Same as those that can enter Daily Vicki Genkinger
73 Tech Hardware
Asset Tag #'s Serial Numbers of tracked equipment Date of Purchase PO purchased on Warranty Expriation
Technicians Customer Service/Field Support Supervisor Other Technology Daily
Same as those that can enter Daily Vicki Genkinger
74 Phone Hardware
Dept's Asset Tag #'s Serial #'s Extension #'s Physical Locations Acquired Date Warranty Expiration
Technicians Customer Service/Field Support Supervisor Other Technology Daily
Same as those that can enter Daily Vicki Genkinger
75 Software Licenses
Qty Purchased Vendor Purchased From PO # and Pricing Sold to Info Vicki Genkinger
Whenever we purchase any licenses or sell any
Vicki Genkinger
Weekly on average Vicki Genkinger
76 Hardware Purchasing
Current Purchasing Info for Technology related equipment that buildings can buy Vicki Genkinger
Anytime something changes
Vicki Genkinger
Monthly on average Vicki Genkinger
77 Software Testing
Software Titles Software Publisher Staff making requests
Requesting staff Technology Personnel Daily
Software Testers Daily
Robert Brooks Richard Woods
Department Name: Human Resources
Data Set (Type of Data?)
Data System (Name of Database?)
Type of Data Entered? (Key Fields & Info.?)
Who Enters the Data? When?
Who Modifies the data?
When?Who Assures Data Quality?
(Person Responsible?)
78Employment history (per employee) Typed on BINN cards dates, jobs, salary HR secretaries daily
HR secretaries daily HR secretaries
79
Record of each employee's salary-driven professional development Typed on BINN cards
Name of course, date, amount of credit HR secretaries daily
HR secretaries daily HR secretaries
80Employee absences per contract Mainframe type of leave key entered GWAEA daily Payroll daily Payroll, HR
81 Contractual Data Schedule C contractsHR, Payroll, Benefits, GWAEA daily Payroll daily Payroll, HR
82 Contractual Data Short term contracts daily Payroll daily Payroll, HR83 Contractual Data evaluation data daily Payroll daily Payroll, HR84 Contractual Data insurance data daily Payroll daily Payroll, HR85 Contractual Data disability data daily Payroll daily Payroll, HR86 Contractual Data Work comp data daily Payroll daily Payroll, HR87 Contractual Data Timesheets daily Payroll daily Payroll, HR
88 Contractual DataOther Professional Development daily Payroll daily Payroll, HR
89 Contractual Data Personnel files daily Payroll daily Payroll, HR90 Contractual Data Background checks daily Payroll daily Payroll, HR
91 Contractual Data
Applications for internal employees for leaves, job-share, transfer daily Payroll daily Payroll, HR
92 Contractual DataData on long term subs and pay rate & history daily Payroll daily Payroll, HR
93 Contractual DataEmployee work days calendars daily Payroll daily Payroll, HR
94 Contractual Data
Registration, tracking, grading, issuing credit for professional development (in district) daily Payroll daily Payroll, HR
95 Contractual Data
List of approved courses for salary change daily Payroll daily Payroll, HR
96 Contractual DataLevel I and II abuse investigations daily Payroll daily Payroll, HR
97 Contractual Data Phone trees daily Payroll daily Payroll, HR
98 Contractual Data
Early separation data (who, when, years of service, etc. daily Payroll daily Payroll, HR
99ePortfolios of new teachers
100Data for costing bargained settlements
101 ID Badge data
102 School Stream application data (in spreadshmonitored by HR secretaries
103 United Way pledges
104
Substitute teacher & associate employment data
when/where, for whom subbed
GWAEA, SEMS, HR secretary
Ref. # Data Set (Type of Data?)
Data System (Name of Database?)
Type of Data Entered? (Key Fields & Info.?) Who Enters the Data? When? Who Modifies
the data? When?
Who Assures Data Quality? (Person
Responsible?)
114 Permit requestsElem, MS, HS Permits (Excel)
Student Name, Parent Name, Address, Home School, Requested School, Grade, Reason for request OLL Ongoing OLL Ongoing OLL
115Alternative Kdgn Referrals AK Referrals (Excel)
Student Name, Parent Name, Address, Home School, Requested School, Grade, Reason for request OLL Ongoing OLL Ongoing OLL
116Administrative Travel Reimbursement
Administrative Travel (Excel)
Account balances for Administrative Travel monies, date of request, amount requested OLL Ongoing OLL Ongoing OLL
117 Summer SchoolSummer School (Access)
Student Name, Parent Name, Address, Home School, Requested School, Grade, F/R status, SE status, fees OLL May/June OLL May/June OLL
118Summer School payroll
Summer School Payroll (Excell)
Teacher name, payroll date, rate of pay, benefits, totals OLL May-July OLL May-July OLL
119Archived student records PaperVision
Student transcripts & health records Advantage Ongoing OLL Ongoing OLL
120 Student Suspensions Discipline DatabaseSuspension/Hearing/TAP Classroom information School Personnel Ongoing OLL As Needed OLL
Department Name: Office of Learning & Leadership