contents. educational effectiveness... · 2020. 2. 11. · submission schedule processing...

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CONTENTS

INTRODUCTION

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SECTION I: CHANCELLOR'S OFFICE INFORMATION TECHNOLOGY SERVICES

CORPORATE INFORMATION MANAGEMENT PRINCIPLES Guiding Principles , ". Definition of Corporate Data Categories of Corporate Data. .'...""" Corporate Data Model Data Management Roles Procedure for Requesting Corporate Data Conflict Resolution Data Collection & Validation Responsibilities Compliance Enforcement Data Access.. .' , , " Data Security """"",.,

Trai ning Documentation MISSION STATEMENT OF THE CORPORATE INFORMATION MANAGEMENT TEAM CORPORATE REPORTING CALENDAR TABLE TYPES. ""."" FACT TABLES REFERENCE TABLES CORPORATE REPORTING APPLICATIONS ACADEMIC PLANNING DATABASE (APDB) Data Steward Information Requestors Data Requested Campus Submission Schedule Processing Requirements Data Definitions Ed its. ,... "".""". Standard Reports APDB Process Flow , Record Layout "'.'..."'.""'.""'"

Faculty Master File Section Master File EMPLOYEE SALARY PROJECTION (ESP) Data Steward Information Requestors Data Requested Campus Submission Schedule Processing Requirements Edits. Standard Reports ESP Process Flow. SCO Process.. LCD Process... Record Layout ESP Master File ENROLLMENT REPORTING SYSTEM ApPLICANT .(ERSA) Data Steward

Chancellor's Office Information Technology ServicesOctober 2003

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""""'""C""l__iMli3jjjiiInformation Requestors Data Requested Campus Submission Schedule Processing Requirements Data Definitions Edits. Standard Reports ERSA Process Flow.. Record Layout Applications and Admissions Record ENROLLMENT REPORTING SYSTEM ApPLICANT (ERSA) FIRST-TIME FRESHMEN.

Data Steward Information Requestors Data Requested Campus Submission Schedule ,

P .R.trocesslng equlremen s Data Definitions '...' '.." Edits. Standard Reports ERSA First-Time Freshmen Process Flow ,

Record Layout First-Time Freshmen File , ,

ENROLLMENT REPORTING SYSTEM DEGREE (ERSD) Data Steward Information Requestors ,

Data Requested Campus Submission Schedule Processing Requirements Data Definitions Edits. Standard Reports ERSD Process Flow Record Layout Primary Degree Conferred File Supplementary Multiple Major Degree File ENROLLMENT REPORTING SYSTEM OFF-CAMPUS (ERSO) Data Steward Information Requestors Data Requested Campus Submission Schedule Processing Requirements Data Definitions Edits Standard Reports ERSO Process Flow Record Layout Off Campus Transaction Record ENROLLMENT REPORTING SYSTEM STUDENT (ERSS) Data Steward Information Requestors Data Requested Campus Submission Schedule ..' ' '.".."..' ".'.'..' "'."..' Processing Requirements , " ",.., Data Definitions Edits. Standard Reports ERSS Process Flow...


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4646484848484848484949505151525252525252525353545555575757575757575859596061616161616162636363646565

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""'""&-",1,\1;;,&t41_tt,,:::41Record Layout Student Census File ENROLLMENT REPORTING SYSTEM TEACHERS (ERST) Data Steward Information Requestors Data Requested Campus Submission Schedule P .R.

trocesslng equlremen s Data Definitions Edits. Standard Reports ERST Process Flow : Record Layout ERST Credential Recommendation Record ENROLLMENT REPORTING SYSTEM SPECIAL SESSIONS (sERSS) Data Steward Information Requestors Data Requested Campus Submission Schedule Processing Requirements Data Definitions... Edits Standard Reports sERSS Process Flow Record Layout sERSS Student Census File FINANCIAL AID DATABASE .(FADB) Data Steward Information Requestors , Data Requested Campus Submission Schedule Processing Requirements Edits FADB Process Flow Record Layout Financial Aid Record 1 Financial Aid Record 2 FINANCIAL INFORMATION RECORD MANAGEMENT SYSTEM (FIRMS)

Data Steward Information Requestors Data Requested Campus Submission Schedule Processing Requirements Edits. Standard Reports... Legal Basis Generally Accepted Accounting Principles Basis (GMP)..

FIRMS Process Flow Record Layout FIRMS Corporate Data SECTION II: SYSTEMWIDE HUMAN RESOURCES (HR) SYSTEMWIDE HUMAN RESOURCES ApPLICATIONS CAMPUS INFORMATION RETRIEVAL SYSTEM Data Steward Information Requestors Data Requested

Chancellor's Office Information Technology Services Page 4October 2003

Data Sources 68CIRS Security 68CIRS WEB Site 68CIRS Data Flow , 69

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IntroductionFor many years the California State University (CSU) has had procedures in place to collectautomated data from campuses. The oldest information gathering system is the EnrollmentReporting System, which has been used to collect unit record data on student enrollments by termsince 1973. The Enrollment Reporting System (ERS) now incorporates a number of distinct modulesaside from the Student (enrollment) component. The most important of these are ERS Degree, whichhas been in operation since 1975, and ERS Applicant, which has been used to collect a record ofevery application submitted to a CSU campus by term since fall 1983.

Other corporate reporting systems maintained by the CSU include the Academic Planning Database(APDB), used to collect individual course section and faculty assignment data, Financial InformationRecords Management System (FIRMS), through which campuses report a variety of financial data atthe object code level, and systemwide human resources information related to personnel and payroll.

The various CSU corporate reporting systems form a basic data warehouse of systemwideinformation used for policy development, performance monitoring, and reporting to oversightagencies. Given the Chancellor's Office is responsible for providing a wide range of information tovarious internal and external entities including the state and federal government, legislature,employee unions, Board of Trustees and CSU executives and managers, the intent of this documentis to provide an overview of these reporting systems so divisions in the Chancellor's Office,campuses, and other governmental agencies will know what information is available for theirpurposes.

The Chancellor's Office Information Technology Services (CITS) and Human Resources InformationSupport and Analysis (HR-ISA), part of systemwide Human Resources, manage systemwideinformation management and reporting. CITS provides academic, enrollment and financialinformation management and reporting and, HR-ISA provides human resources informationmanagement and reporting.


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Section I: Chanc4~llor's Office Information Technology Services

Corporate Information Management Principles

Guiding Principles.Optimal Collection

Data collected and maintained are no more than what is required to perform the functionsestablished by the senior management of the Chancellor's Office

Single CollectionOrganizational data are collected once, electronically, at their source

Data IntegrityIntegrity and validity of the data is assured at the time of collection with the data generationsource held accountable

Timely CollectionData collected are in accordance with deadlines which are timed to support systemwide reportingrequirements

Definition ConsistencyAll data have common consistent definitions

Ease of AccessData are easily accessible by all authorized individuals who need it fulfill their responsibilities

Definition of Corporate DataA data element is considered corporate in nature if it satisfies one or more of the following criteria:

It is relevant to the strategic planning needs of the corporationIt is needed for policy formulation and corporate decision-makingIt is needed to respond to collective bargaining needsIt is needed for policy monitoringIt is included in an official systemwide reportIt is used to derive an element that meets the criteria above

Categories of Corporate Data.Financial Assets

.People

.Curriculum

.Physical Assets

.Others

Corporate Data ModelThe Corporate Information Management (CIM) unit is responsible for establishing and maintaining acorporate data model that describes all major data categories of corporate data and the relationshipsamong those categories.

Data Management RolesThe Chancellor's Office is considered the DATA OWNER of the corporate data. An individualbusiness unit or department may have stewardship responsibilities for portions of the data.

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The Corporate Information Management Steering Committee establishes overall policies andguidelines for management and access to the corporate data.

The Chancellor's Office officials who have planning and policy-level responsibilities for data, in theirfunctional areas, are considered DATA STEWARDS. DATA STEWARDS have managementresponsibilities for defined segments of the corporate data as it relates to their functional operations.


Data Management Roles (continued)The CIM Manager and staff who have technical responsibilities for information management activitiessuch as collection, maintenance and dissemination of the data are considered DATA MANAGERS.

Individuals who need and use corporate data as part of their assigned duties are considered DATAUSERS.

The responsibilities of data management are shared among the DATA STEWARDS and the CIMDATA MANAGER.

Procedure for Requesting Corporate Data.A data element is considered CORPORATE DATA if it meets our definition of corporate data

All data requests should be brought to the attention of the CIM unit

The CIM unit in consultation with the Chancellor's Office business units (DATA STEWARDS)shall consult with the appropriate campus representatives regarding new data requirements

Data request may be new or revised data needs which require modifications in the campus datacollection procedures or interface programs to corporate systems

The Chancellor's Office business units (DATA STEWARDS) and the CIM unit will collaborate withthe appropriate campus representatives to resolve and document policy issues, for all datarequirements, including those which necessitate changes to campus systems

The business units (DATA STEWARDS) will explain to the campuses the data request in supportof the corporate functions

TheThe CIM unit will provide the technical specifications for data to be provided by campuses.documentation shall include:Technical file specificationsRecord layout(s)Data element definitionsTransmission addressFrequency of data submission or reporting cycles

Campuses will be provided with ample lead time prior to the first scheduled submission

Conflict Resolution.Any unresolved issues regarding the appropriateness and usefulness of a proposed data request

will be brought to the attention of the DATA STEWARD(s) by the CIM unit

Chancellor's Office Information Technology Services Page 7

October 2003

.Any unresolved issues that may cross organizational lines between the functional responsibilitiesof the DATA STEWARDS will be brought to the attention of Corporate Information Systems TaskForce

Any data request that can not be resolved by the Corporate Information Systems Task Force willbe escalated to the appropriate Vice Chancellor for resolution


Data Collection & Validation Responsibilities.All entities of the California State University (CSU), including Chancellor's Office, shall submit

corporate data in accordance with the established specifications and schedules

The DATA STEWARDS are responsible for defining the business and data integrity rules

The CIM unit is responsible for implementing an automated environment for the validation ofcampus submissions against user defined valid values, business rules and data integrity rules

The CIM unit is responsible for monitoring the timeliness of the campus submissions

The CIM unit will verify the campus submissions to determine if the following specifications aremet:-physical characteristics of the file-record layout-defined valid values-defined data integrity rules-defined business rules

The DATA STEWARDS are responsible for the validation of the content and the qualitativeanalysis of the data

The CIM unit will partner with the DATA STEWARDS to review the ediUdiagnostic report(s) todetermine if the data submitted are accurate and to the level of detail required

The campuses will be required to resubmit data if the data fail to pass the ediUvalidation criteria.Data submitted in this form violate the database integrity rules and affect the quality of corporateinformation

Compliance Enforcement.The CIM unit will bring any issues that require compliance enforcement to the attention of the

DATA STEWARD for resolution

The DATA STEWARDS are responsible for enforcing compliance

Any compliance issue that can not be resolved by the DATA STEWARDS will be escalated to theappropriate Vice Chancellor for resolution

The CIM unit will have overall responsibility for monitoring the compliance and enforcementprocedures

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.The CIM unit is responsible for maintaining an environment for data access

The environment for data access includes the front-end data access tools and technologies thatallow users to easily access the corporate data. This includes:-On-line access to the data warehouse for ad-hoc reporting-On-line access the corporate report repository of pre-defined reports-On-line access to the corporate data element dictionary


Data Access (continued)

.The DATA MANAGERS will work closely with the DATA STEWARDS and DATA USERS todefine corporate information that is useful and meaningful

Data Security.The DATA STEWARD is responsible for determining security requirements and access

restrictions to their corporate data

The CIM unit is responsible for implementing the data security procedures

TrainingThe CIM unit will partner with the DATA STEWARDS to implement training programs. This trainingmust take place in order for users to use front-end tools to access the data for reporting andnavigating through the corporate data element dictionary.

Documentation.The CIM unit is responsible for managing a corporate data element dictionary. The corporate

data element dictionary provides information about the data elements definitions, values andstructures

The CIM unit is responsible for preparing and maintaining the corporate information managementuser guides

The CIM unit is responsible for any technical documentation related to the campus datasubmission process and sources of corporate data


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Data Access

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CSU Corporate Information ReSoiirceGilide

Mission Statement of the Corporate Information Management Team

The primary focus of the Corporate Information Management (CIM) team is to provide theChancellor's Office with a program for corporate information management, which will facilitatestrategic analysis and planning, informed decision-making, and institutional accountability. The CIMteam responsibilities include improvement of the corporate data warehouse, deployment of user-friendly information access tools, compliance and enforcement of procedures, data security andaccess restrictions, training, and documentation.


October 2003

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Corporate Reporting CalendarThe Corporate Reporting Twelve-Month Calendar identifies the Chancellor's Office due dates forsubmission of the campus data files related to systemwide reporting.' For ERS and APDB, refer tothe ERS Census Reporting Calendar at httD://www.calstate.edu/AcadAff/codedmemos/index.shtmlfor exact dates.

Corporate ReportingTwelve-Month Calendar

Januarv-

15'" FIRMS 2nd Qtr15th ESP

15m ESP-16th ERSA*16th ERSD*16th ERSS*

Winter Profiles 1* Winter Profile

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10 ERSA*10th ERSO *

10th ERSS*15th ESP

15'1.. FIRMS 3rd Otr15th ESP

1st FADB15th ESP21st ERSA (Final)21st ERSS (Final)21 st ERSO (Final)

21st sERSS1 st APDB (Spring)21st APDB (Final)1* Spring Profile

~ ~ Sep~1&1 FADB

15th ESP

1

15'uIESP,31st FIRMS 4th Qtr

-Accounting (Pre/Post)-Auxiliary

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15 ESP15th ERSD*17th FIRMS Annual Budget

1* Winter and Spring ~~

October November December15 ESP15th FIRMS 1 s1 Q1r

15th ESP"1st FIRMS AUX IPEDS

5th ERSA*5th ERSD5th ERSQ*5th ERSS*5th ERST15th ESP26th APDB** Summer and Fall Profiles

Academic Planning Database (APDB)Enroliment Reporting System Applicant (ERSA)Enrollment Reporting System Degree (ERSD)

Enrollment Reporting System Off Campus (ERSO)Enrollment Reporting System Se~ Support (sERSS)Enrollment Reporting System Student (ERSS)Enrollment Reporting System Credentials (ERST)

Employee Salary Projection (ESP)Financial Aid Database (FADB)Financial Information Record Management System

(FIRMS)

Page 11Chancellor's Office Information Technology ServicesOctober 2003

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Table Types

Fact TablesThe fact tables are the main information tables of the database. They contain the data used insystemwide reports for the purposes of analysis and strategic planning. These data typically arecounts and/or dollar amounts. Examples of fact tables are:ERSA MasterFaculty MasterFIRMS Corporate TableSection Master

Reference TablesThe reference tables provide standard codes and descriptions used in numerous databasesthroughout the CSU. These highly integrated classification-type tables provide the multi-dimensionalreporting capability of the data warehouse. They allow the user to drill-down to the lowest level ofdetail or to roll-up the information to the highest level of aggregation. These codes can be used inany combination and any sorting sequence to produce ad-hoc and standard reports. Examples ofreference tables are:Campus CodesCIPCodesCredential Objective CodesDegree CodesDepartment CodesFICE CodesInstitution CodesMajor CodesResidence CodesSchool CodesTerm Codes


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Corporate Reporting ApplicationsAcademic Planning Database (APDB)APDB provides information, as of census date, on all persons who are compensated frominstructional budget accounts and persons having teaching responsibilities in the CSU regardless offunding sources. In addition, APDB contains information on each class section that is offered and theresources used to teach these courses each term.

Data StewardAnalytic Studies

Information Requestors.Federal and State Agencies.Chancellor's Office Executive and Management Staff.Integrated Postsecondary Education Data System

Data Requested.Annual studies of facility utilization

.Support requests for new facilities or major changes using capital outlay funds

.Faculty workload analyses

.Integrated Postsecondary Education Data System (IPEDS) Fall Enrollment Survey

Campus Submission Schedule.Error free final summer term is due thirty days (30) after the fall census date

.Error free fall profile file is due thirty days (30) after the fall census date

.Error free winter profile file is due thirty days (30) after the winter census date

.Error free spring profile file is due thirty days (30) after the spring census date

.Error free fall/winter/spring final file is due on June 2151

Processing Reqllirements.Fact Tables

Campus Faculty Transaction fileCampus Section Transaction file

.Reference TablesAssigned Time Code (10)Campus Code (1)Course Classification Number (12)Department Code (9)Faculty Range Code (32)

Hegis Category (18)Hegis Discipline (6)School Code (8)

Data DefinitionsData definitions, data labels, and data formats are documented in the data element dictionary at thefollowing URL:httc://www. calstate. edu/cim/data-elem-dic/ APDB.shtml

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EditsThe edit criteria are documented in the data element dictionary at the following URLhttp://www.calstate.edu/cim/data-elem-dic/APDB.shtml

Standard ReportsCourse Section Report (CSR)Provides information by level and mode of instruction for each school and department. This report isavailable by campus or systemwide and by term or annual basis.

Faculty Assianments by DeDartment (FAD)Provides information on individuals with a teaching assignment on campus and/or individuals paidthrough instructional funds. Rank and position fractions are indicated along with the assigned timeactivity. This report is available by campus or systemwide and by term or annual basis.

Section Size FreQuencv Distribution (SSFD)Provides information on the distribution of enrollments by mode of instruction for each school anddepartment by campus or systemwide. This report is available by campus or systemwide and byterm or annual basis.

Course and Section Data Report (CSDR)Provides information on a variety of characteristics by classroom and supervision modes ofinstruction and three aggregated levels of instruction. This report is available by campus orsystemwide and by term or annual basis.

Summary by Classification and Level (SCAL)Provides information on the number of sections, full time equivalent students, full time equivalentfaculty, weighted term units, and average section size by mode and level of instruction. This report isavailable by campus or systemwide and by term or annual basis.

Modified Class Section Report (MCSR)Provides annualized information on the distribution of full time equivalent students, full time equivalentfaculty, and student faculty ratio by discipline, course level, mode of instruction, and campus.

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Academic Planning Database (APDB)APDB Process Flow

Cycle IIIProcessing

Academic Year

Run APD84Adjust FTES/FTES

in Academic Year MCSR File

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Academic Planning Database (APDB)Record Layout

Faculty Master FileThe Faculty Master file contains information, by term, on all persons compensated from instructionalfaculty or instructional administration accounts, and all persons having teaching responsibilities in theCSU regardless of funding sources.

Name Position Type

1-234-56-1415-3435-3637-39404142-45146-495051-5253-5556-5758-6061-6263-6566-6768-70717273-7677-808182-8384-8687-8889-9192-9394-9697-9899-101102103104-107108-111112113-114115-117118-119120-122123-124125-127128-131132-135136-139

numericnumericnumericnumericalphanumericnumericnumericnumericnumericX.XXXx.xxxnumericnumericXX.XnumericXX.XnumericXX.XnumericnumericnumericnumericX.XXXX.XXXnumericnumericXX.XnumericXX.XnumericXX.XnumericnumericnumericnumericX.XXXX.XXXnumericnumericXX.XnumericXX.XnumericXX.XX.XXXX.XXXX.XXX

YearTermCampus CodeSocial Security NumberFaculty NameSchool Code 1Department Code 1Range Code (Salary) 1Filler (not used)Instructional Faculty Fraction (IFF) 1Instructional Admin. Fraction (IAF)Administrative LevellAssigned Time Code 1 (primary dept.)Assigned Time WTU 1 ( II II )Assigned Time Code 2 ( II II )Assigned Time WTU 2 ( II II )Assigned Time Code 3 ( II II )Assigned Time WTU 3 ( II II )School Code 2Department Code 2Range Code (Salary) 2Filler (not used)Instructional Faculty Fraction (]FF) 2Instructional Admin. Fraction (IAF) 2Administrative Level 2Assigned Time Code 1 (second dept.)Assigned Time WTU 1 ( II II )Assigned Time Code 2 ( II \\ )Assigned Time WTU 2 ( II \\ )Assigned Time Code 3 ( II II )Assigned Time WTU 3 ( II II )School Code 3Department Code 3Range Code (Salary) 3Filler (not used)Instructional Faculty Fraction (IFF)3Instructional Admin. Fraction (IAF)3Administrative Level 3Assigned Time Code 1 (third dept.)Assigned Time WTU 1 ( II II )Assigned Time Code 2 ( II II )Assigned Time WTU 2 ( "" )Assigned Time Code 3 ( II II )Assigned Time WTU 3 ( II \\ )

Other Support Fraction (OSF)Total Support Fraction (TSF)Total Instructional Faculty Fraction



Faculty Master File (continued)

140-143144-147148-151152-155156-159160-163164-167168-171172-175176-179180-184185-189190-194195-202203-210211-218219-229230-235236-241242-250251-252253-254255256-260261-264265-267268269-1152

x.xxxx.xxxxx.xxxx.xxxx.xxxx.xxxx.xxxx.xxxx.xxxx.xxxxx.xxxxx. xxxxx. xxxxxxxx.xxxxxxxx.xxXXXXXX.XXblanksnumeric (YYMMDD)numeric (HHMMSS)blanksnumericnumericnumericnumericnumericalphanumericblank

Total Instructional Admin. FractionTotal Instructional FractionTotal WTUTotal Indirect Assigned Time WTUTotal Direct Assigned Time WTUTotal Assigned Time WTUTotal Direct WTUClassroom WTUComputed WTUSupervision WTUClassroom FCHComputed FCHSupervision FCHClassroom SCUComputed $CUSupervision SCUFillerLast Upda~e DateLast Update TimeFillerNumber of SegmentsYear 1st section taughtTerm 1st section taughtCourse Abbreviation 1st section taughtCourse Number 1st section taughtCourse Suffix 1st section taughtFillerSee NOTE below**

The faculty master record can hold data for a maximum of 50 sectionstaught. Each section is 18 bytes long.

NOTE: Exists as a VSAM file during campus term processing. Once processing has completed, thefile is a flat file.

Record length 1152 charactersPrimary key from positions 1 through 14The first record is a 'header' containing the record count and can be identified by the value FACULTY'in positions 8 through 14 in the VSAM file and does not exist in the flat file version.

--Chancellor's Office Information Technology Services Page 17

October 2003

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Section Master FileThe Section Master file contains information on all courses offered for a given term

Name Position TypenumericnumericnumericalphanumericnumericalphanumericnumericnumericnumericnumericnumericnumericXXXX.XXXXX.XXXX.XX.XXXXX.XXX.XXX.Xxx. XXXalphanumericalphanumericblanksnumericnumericXX.XalphanumericnumericXX.XXX.XX.XXXnumericnumericXX.XXX.XnumericalphanumericnumericalphanumericnumericnumericalphanumericXX.XalphanumericnumericX.XXXalphanumericalphanumericalphanumericblanksnumericXX.XalphanumericnumericXX.X

Year 1-2Term 3Campus Code 4-5Course Abbreviation 6-10Course Number 11-14Course Suffix 15-17Section Number 18-19Course Level Code 20Department Code 21-23HEGIS Discipline Code 24-28School Code 29-30Enrollment 31-33Student Contact Hours 34-38Student Credit Units 39-43Total Faculty Contact Hours 44-47Total Section Fraction 48-51Total Weighted Teaching Units 52-54Course Credit Units 55-57Weekly Contact Hours 58-60Total Ful~ Time Equivalent Faculty 61-65Section D~ration Type 66Service Learning Indicator 67Filler 68-78Number of Segments 79-80Line Sequence (first resource segment) 81-82Adjusted Course Credit Units (" II ") 83-85Course Type (" II ") 86-89Course Classification (CS) No. (II II ") 90-91Faculty Contact Hours (" II ") 92-94Adjusted ~aculty Contact Hours (II II ") 95-97Section Fraction (II II ") 98-101Section Group Code (II II ") 102-104Space Type (" II ") 105Weighted Teaching Units (II II ") 106-108Adjusted Weighted Teaching Units (" II ") 109-111Facility Number (II II ") 112-114Facility Suffix (" II ") 115Space Number (" II ") 116-119Space Suff;ix (II II ") 120-121Section B~gin Time (" II ") 122-125Section End Time (" II ") 126-129Section Meet Days (" II ") 130-134TBA Hours (" II ") 135-137Faculty Name (" II ") 138-157Social Security Number (II II ") 158-166Team Teaching Fraction (II II ") 167-170Learning Mode (" II ") 171-176Group Code Bypass (II II ") 177-179Override WTU (" II ") 180-182Filler 183-196Line Sequ~nce (second resource segment) 197-198Adjusted Course Credit Units (" II ") 199-201Course Type (" II ") 202-205Course Classification (CS) No. (" II ") 206-207Faculty Cbntact Hours (" II ") 208-210


xx.xx.xxxnumericnumericXXX.XXX.XnumericalphanumericnumericalphanumericnumericnumericalphanumericXX.XalphanumericnumericX.XXXalphanumericalphanumericalphanumericblanksnumeric

numeric

numeric

numeric

numeric

numeric

Adjusted Faculty Contact Hours (" II ") 211-213Section Fraction (II II ") 214-217Section Group Code (II II ") 218-220Space Type (" II ") 221Weighted Teaching Units (II II ") 222-224Adjusted Weighted Teaching Units (" II ") 225-227Facility Number (II II ") 228-230Facility Suffix (" II ") 231Space Number (II II ") 232-235Space Suffix (" II ") 236-237Section Begin Time (" II ") 238-241Section End Time (II II ") 242-245Section Meet Days(" II ") 246-250TBA Hours (II II ") 251-253Faculty Name (II II ") 254-273Social Security Number (" II ") 274-262Team Teac~ing Fraction (II II ") 283-286Learning Mode (" II ") 287-292Group Code Bypass (II II ") 293-295Override WTU (II II ") 296-298Filler 299-312Line Sequence (third resource segment) 313-314

etc **Line Sequence (fourth resource segment) 429-430

e1t.c **Line Sequence (fifth resource segment) 545-546

e1t.c **Line Sequence (sixth resource segment) 661-662

etc **Line Sequence (seventh resource segment) 777-778

etc **Line Sequence (eighth resource segment) 893-894

etc **Line Sequence (ninth resource segment) 1009-1010 numeric

Blank pad<!iingetc **

1025-1580

** The section master record can hold data for a maximum of 9 resource segments. The header

record contains 1580 characters of non-trivial data, while individual section records always haveblank padding in columns 1025 thru 1580.

NOTE: Exists as a VSAM file during campus term processing and as a flat file once such processinghas completed.

Record length 1580 charactersPrimary key from positions 1 through 19The first record is a 'header' containing the record count and can be identified by the value'SECTION-HDR' in positions 8 through 12. This header does not exit in the flat file version.

Corporate Reporting ApplicationsEmployee Salary Projection (ESP)The Employee Salary Projection database is the CSU resource for systemwide employment andpayment history data and contains data relative to CSU positions, compensation, and benefits. Datainquiries and analyses are performed for budget planning and collective bargaining negotiationpurposes.

Data StewardBudget Office

Information Requestors.California Legislature.Chancellor's Office Executive and Management Staff.Collective Bargaining Unit

.Systemwide Human Resources/Employee Relations Office

.CSU Campuses Systemwide

Data RequestedThe reports requested are ad-hoc in nature. For example, ESP data is used to identify full-yearGeneral Fund salary data by collective bargaining identification (CBID) for the purpose of distributingcompensation increases. Further, the ESP data is used to cost General Fund benefit increases, suchas health, dental, life insurance, vision, and long-term disability by collective bargaining unit.

Campus Submission Schedule15th of each month

Processing Reqllirements.Fact Tables

ESP Master FileCampus Payment History FileCampus Employment History FileSystemwide Employment History FileSystemwide Payment History FilePayscale File

.Reference TablesAgency TableCBUN TableFunction Table

EditsWarning messages are generated and invalid codes are converted.

Standard ReportsCurrently, there are no standard reports.


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ESP Process FlowSCO Process

'-OraCle TableESP _SCO_Payroll_xxyy

ESP Process FlowLCD Process

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~~;;J Merge

C8mpus SUb,mltted Flies

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ESPRecord Layout

ESP Master FileThe ESP Master file contains systemwide salary and benefits information for all CSU employees byCSU position, year and campus. This file is updated on a monthly basis.

Name Null? Type

ESP KEY NOT NULL VARCHAR2 (31:SSN NOT NULL VARCHAR2 (9)PAYROLL AGENCY CODE NOT NULL VARCHAR2 (3)BUDGET FUNCTION CODE NOT NULL VARCHAR2 (3)REPORTING UNIT NOT NULL VARCHAR2 (3)CLASS CODE NOT NULL VARCHAR2 (4)SERIAL NijMBER NOT NULL VARCHAR2 (3)PAY PERlqD CENTURY YEAR NOT NULL VARCHAR2 (2)PAY PERIGD YEAR NOT NULL VARCHAR2 (2)PAY PERIQD MONTH NOT NULL VARCHAR2 (2)PAY PERlqD TYPE VARCHAR2(1)CAMPUS CQDE VARCHAR2 (2)ENTITY CqDE VARCHAR2(2)STATE AGENCY CODE VARCHAR2(4)FIRMS SUBAGENCY CODE VARCHAR2 (3)STATE FUND NUMBER VARCHAR2 (4)CSU FUND CODE VARCHAR2 (3)PROGRAM GROUP CODE VARCHAR2 (2)PROGRAM CODE VARCHAR2(4)FIRMS PRQJECT CODE VARCHAR2(5)OBJECT CQDE VARCHAR2(6)RANGE COIj)E VARCHAR2 (1)CBID CODIj: VARCHAR2(3)ROLL COD$ VARCHAR2(1)GROSS TY~E VARCHAR2(1)FISCAL C$NTURY YEAR VARCHAR2 (2)FISCAL Y$AR VARCHAR2 (2)SALARY TYPE VARCHAR2 (1)BASE PAY NUMBER (7, 2)PLUS SALARY AMT NUMBER (7, 2 )SALARY RATE NUMBER (7, 2)SALARY FTJJLL NUMBER (7 , 2 )STEP NUMBER (2)TIME PAID DAYS NUMBER (2)TIME PAID HOURS NUMBER (5, 2)TIME BASE NUMBER (3, 2)ANNUAL FACTOR NUMBER (2 )PERSON YEAR EXPENDED NUMBER (4,3)ANNIV YEAR NUMBER (4 )ANNIV MONTH NUMBER (2 )MSA COUNTER NUMBER ( 1 )MSA REMAIN MON NUMBER (2)GROSS SALARY AMT NUMBER (7, 2 )LC4800 OFFSET GROSS NUMBER (7, 2)NET NUMBER (7, 2)SOC SEC $UBJECT GROSS NUMBER (7, 2)EMPLOYER SOCIAL SECURITY AMT NUMBER (7, 2)SOC SEC EMPLOYEE NUMBER (7, 2)MEDICARE SUBJECT GROSS NUMBER (7, 2)EMPLOYER MED I CARE AMT NUMBER ( 7 , 2 )MEDICARE EMPLOYEE NUMBER (7, 2)RETIREMENT ID CHAR (2)RETIRE SUBJECT GROSS NUMBER (7, 2)

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ESPRecord Layout (continued)

ESP Master File

Null? Type

NUMBER (7, 2)NUMBER(7,2)NUMBER (7, 2)VARCHAR2 (3)VARCHAR2 (3)VARCHAR2 (1)

NUMBER(7,2)NUMBER(7,2)NUMBER(7,2)VARCHAR2 (3)

VARCHAR2(3)VARCHAR2 (1)

NUMBER(7,2)NUMBER(7,2)NUMBER(7,2)VARCHAR2(3)VARCHAR2 (3)NUMBER (7, 2)NUMBER(7,2)VARCHAR2(3)VARCHAR2 (3)NUMBER (7, 2)NUMBER(7,2)VARCHAR2 (3)VARCHAR2 (3)

NUMBER(7,2)NUMBER (7, 2)VARCHAR2(3)VARCHAR2 (3)NUMBER (7, 2)NUMBER (7, 2)NUMBER (7, 2)NUMBER (7, 2)NUMBER (7, 2)NUMBER(7,2)NUMBER (7, 2)NUMBER (7, 2)NUMBER (7, 2)NUMBER (7, 2)NUMBER (7, 2)NUMBER (7, 2)NUMBER (7, 2)NUMBER (7, 2)NUMBER (7, 2)NUMBER (7, 2)NUMBER (7, 2)NUMBER (7, 2)NUMBER (7, 2)NUMBER (7, 2)NUMBER (7, 2)NUMBER (7, 2)NUMBER (7, 2)NUMBER(7,2)NUMBER(7,2)NUMBER(7,2)

Name

EMPLOYER RETIREMENT AMTRETIREMENT EMPLOYEERETIREMENT EPMC AMTHEALTH DED CODEHEALTH ORG CODEHEALTH PARTY RATEEMPLOYER HEALTH AMT JHEALTH EMPLOYEEHEALTH ADMIN COST AMTDENTAL DED CODEDENTAL ORG CODEDENTAL PARTY RATEEMPLOYER DENTAL AMTDENTAL EMPLOYEEDENTAL ADMIN COST AMTVISION DED CODEVISION O!G CODEEMPLOYER VISION AMTVISION EMPLOYEELIFE DEDCODELIFE ORG CODEEMPLOYER LIFE AMTLIFE EMPIj.OYEELTD DED CODELTD ORG CODEEMPLOYER LTD AMTLTD EMPLQYEEFLEX CASH DED CODEFLEX CASH ORG CODEEMPLOYER FLEX CASH AMTNDI AMTIDL AMTIDL SUPPL TEMP DISAB AMTOVERTIME AMTEVENING SHIFT DIFF AMTNIGHT SH:tFT DIFF AMTSTUD ASS:tS TRAINEEMATERNITY LEAVE AMTHOUSING STIPEND AMTAUTOMOBILE ALLOWANCE AMTUNIFORM ALLOWANCE AMTASBESTOS PAY DIFF AMTDEPT CHAIR STIPEND AMTSUMMER FELLOWSHIP AMTADMIN LEAVE TERM PAY AMTDISTING TEACHING AMTHAZARDOUS MATERIAL AMTEXCEPTIONAL MSA AMTMERITORIOUS SERVICE AWARD AMTLUMP SUM AMTFINAL SETTLEMENT AMTCMA HOUSING STIPEND AMTCMA CRUI$E PAY DIFF AMTPOST CERT STIPEND AMTOTHER PAYMENTS AMT


Page 24

ESPRecord Layout (continued)

ESP Master File

Name Null? Type

VARCHAR2(6)VARCHAR2 (1)NUMBER (7, 2)VARCHAR2 (48)

PIMS TIME BASESSI ELIGSSI MAXCOMMENTS


October 2003

~

Corporate Reporting ApplicationsEnrollment Reporting System Applicant (ERSA)This database provides information, as of census date, on each applicant during the college yearwhether or not the applicant enrolled. ERSA provides the basis for comprehensive analysis ofapplications and admissions and their relation to CSU enrollment. Information from this database canbe used to provide performance reports to feeder schools and colleges, and is a source of datarelating to proposed changes in admissions criteria.


Information Requestors.Chancellor's Office Executives and Management Staff.CSU Campus Presidents and Management Staff.CSU Board of Trustees.California Legislature.California Department of Finance.California Legislative Analyst's Office.California Post-Secondary Education Commission (CPEC)

.Integrated Postsecondary Education Data System (I PEDS)

.Other Colleges and Universities

Data Requested.Integrated Postsecondary Education Data System (IPEDS) -Institutional Characteristics Survey.CSU Statistical Abstract.Statistical Reports.Ad-hoc Reports

Campus Submission Schedule.Error free final summer term is due three weeks after the fall census date

.Error free fall profile file is due three weeks after the fall census date

.Error free winter profile file is due three weeks after the winter census date

.Error free spring profile file is due three weeks after the spring census date

.Error free fall/winter/spring final file is due on June 21s1

NOTE: Final file may include special session admissions that took place after census date.

Processing Requirements.ERSA Certification.Fact Table

Campus submitted applicant data.Reference Tables

Campus Code (1)CIP Code (35)Credential Objective Code (26)Institution Origin (4)Major Code (3)Residence Code (2)

~

Data DefinitionsData definitions, data labels, and data formats are documented in the Data Element Dictionarysection of the Enrollment Reporting System Operations Manual at the following URL:http://www.asd.calstate.edu/ers/index.htm

EditsThe edit criteria are documented in the Data Element Dictionary section of the Enrollment ReportingSystem Operations Manual at the following URL:http://www.asd.caistate.edu/ers/index.htm

Standard ReportsThe standard reports are on Analytic Studies web page at the following URL:http://www.calstate.edu/AS/

~

ERSA Process Flow

ERSARecord Layout

Applications and Admissions RecordThe applicant systemwide master file contains demographic information, test scores, grade pointaverage and family income data by year, term and campus for each applicant who applied to the CSUas of the campus census date.

1-910-131415-161718-2526272829-363738-4546-5354-626364-6768-6970-7172737475-7778-8384-88

yyyy

x.xx

89-9293949596

979899-100101-102103-104105-106107-108109-116

117-122123-124125-127128-130131-133134-136137-139140-142143-146147148149-151152-153

Social Security NumberYearTerm CodeCampus CodeAccommodation StatusAccommodation Status DateAdmission Basis CodeException Admission CodeAdmission StatusAdmission Status DateFillerApplication Receipt DateBirth DateCampus Assigned Student IDCitizenship CodeCountry of CitizenshipCollege Preparatory EnglishCollege Preparatory MathematicsDegree Objective CodeEnrollment StatusEthnic CodeHigh School GPAInstitution Origin CodeMajor, Option, Concentration, or Emphasis

CodeResidence CodeResidence StatusSex CodeStudent Level CodeEntry Level Mathematics Proficiency

StatusEnglish Proficiency StatusFillerACT English ScoreACT Mathematics ScoreACT Reading ScoreACT Science Reasoning ScoreACT Composite ScoreELM Administration DateFillerELM Total ScoreEPT Essay ScoreEPT Reading ScoreEPT Composition ScoreEPT Total ScoreSAT I Verbal ScoreSAT I Mathematics ScoreSAT I Composite ScoreSpecial ProgramsSAT Score TypeTOEFL ScoreCredential Emphasis

~

ERSARecord Layout

Applications and Admissions Record (continued)

Filler 154-163College Preparatory u.s. Hist/Government 164-165College Preparatory Laboratory Science 166-167College Preparatory Foreign Language 168-169College Preparatory Visual&Performing 170-171

ArtsCollege Preparatory Electives 172-173High School Transcript Status 174Credential Status 175Credential and Subject-Matter Waiver 176-178

Objective CodeFiller 179Dependent Income Code 180Dependent Family Size 181-182Independent Income Code 183Independent Family Size 184-185Mother's Education 186Father's Education 187CIP Code 188-193GE Breath Critical Thinking Course

Completion Status 194GE Breath English Composition Course

Completion Status 195GE Breath Mathematics/Quantitative

Reasoning Course Completion Status 196GE Breath Oral Communications Course

Completion Status 197Test Scores for English Language

Proficiency Test ELPT 198-200Student Name 201-230Transfer GPA 231-233Transfer Units Earned 234-237Immigration Year 238-241Start Date (CalStateTEACH) 242-249Filler 250

x.xxxxx.x

Corporate Reporting ApplicationsEnrollment Reporting System Applicant (ERSA) First-Time FreshmenThis database provides information on each applicant who is a first-time freshman, whether or not theapplicant enrolled in a CSU. Information from this database is used for enrollment projection foryields.


Information Requestors.Chancellor's Office Executives and Management Staff

.CSU Campus Presidents and Management Staff

.CSU Board of Trustees

.California Legislature

.California Department of Finance

.California Legislative Analyst's Office

.California Post-Secondary Education Commission (CPEC)


Data RequestedThe data are used for enrollment, FTE, and student financial need projections as well as researchand analysis.

Campus Submission Schedule.March 151

Processing Requirements.Fact Tables

Campus submitted applicant data.Reference Tables

Campus Code (1)Institution Origin (4)

Data DefinitionsData definitions, data labels, and data formats are documented in the Data Element Dictionarysection of the Enrollment Reporting System Operations Manual at the following URL:htto ://www. asd. cal state. ed u/ers/i ndex. htm

EditsThe edit criteria are documented in the Data Element Dictionary section of the Enrollment ReportingSystem Operations Manual at the following URL:httc://www. asd. calstate. edu/ers/index. htm

Standard ReportsReport for enrollment projections

~

ERSA First-Time Freshmen Process Flow

C Campus

Current FallFTF file

Identifies how manyapplicants applied to

multiple CSU campuses---


October 2003

~

ERSA First-Time FreshmenRecord Layout

First-Time Freshmen FileThe First-Time Freshmen file contains information for all applicants who are first-time freshmen byyear, term and campus.

Name TypePosition

1-910-1112-1516

yyyy

Social Security NumberCampus CodeYearTerm Code

~ ~~Chancellor's Office Information Technology Services Page 33

October 2003

Corporate Reporting ApplicationsEnrollment Reporting System Degree (ERSD)This database provides information on each degree awarded to all students by any of the CSUcampuses during a single college year. Information can be obtained on degree recipients on thebasis of sex, ethnicity and age.


Information Requestors.Chancellor's Office Executives and Management Staff.CSU Campus Presidents and Management Staff






.Integrated Postsecondary Education Data System (IPEDS)


.Consortium for Student Retention Data Exchange (CSRDE)

Data Requested.Integrated Postsecondary Education Data System (IPEDS) -Graduation Rate Survey,

Completions.CSU Statistical Abstract.Statistical Reports.Ad Hoc Reports

Campus Submission Schedule.August 15th fall, winter, and spring degrees

.November 5th summer degrees

Processing Requirements.Degree Conferred File Transmittal form.Fact Tables

Campus submitted degrees conferred data.Reference Tables

Campus Code (1)CIP Code (35)Credential Objective Code (26)Degree Code (34)Institution Origin (4)Residence Code (2)

Data DefinitionsData definitions, data labels, and data formats are documented in the Data Element Dictionarysection of the Enrollment Reporting System Operations Manual at the following URL:htto ://www. asd. calstate. edu/ ers/i ndex. htm

~


Standard ReportsThe standard reports are on Analytic Studies web page at the following URL:

http://www.calstate.edu/AS/


October 2003

~

ERSO Process Flow


October 2003

ERSDRecord Layout

Primary Degree Conferred FileThis systemwide master file contains information for all degrees conferred for each student and term.There is one record per student per degree type per term with the exception of concurrent master'sdegree programs offered at some campuses.

1-910-1314-1415-1617-2425-2526-2627-2728-3132-3536-3940-4041-4647-5152-5253-5354-5455-5960-6364-6667-6970-7374-7677-8283-8384-8485-100

yyyy

xxx.xx.xxx.xxxxx.xx.xx

Social Security NumberYearTerm CodeCampus CodeBirth DateSex CodeEthnic CodeCitizenship CodeCountry of CitizenshipHigh School Graduation YearResidence CodeResidence StatusInstitution Origin CodeMatriculation PeriodAdmission Basis CodeException Admission CodeDegree Level CodeMajor Degree CodeTransfer Units EarnedTransfer GPACampus GPATotal Units EarnedTotal GPACIP CodeMultiple Major Degree FlagMultiple Ethnicities FlagUnassigned

~--- ~~Chancellor's Office Information Technology Services Page 37

October 2003

CSU Corporate Information Resource Guide!;;i;,."""," "

~

ERSDRecord Layout

Supplementary Multiple Major Degree FileThis file contains information on students who received one or more additional degrees (up to nine).

1-10-14-.15-17-22-27-32-37-42-47-52-57-62-

yyyySocial Security NumberYearTerm CodeCampus CodeMajor Degree Code 1Major Degree Code 2Major Degree Code 3Major Degree Code 4Major Degree Code 5Major Degree Code 6Major Degree Code 7Major Degree Code 8Major Degree Code 9Unassigned


9131416212631364146515661100

~

Corporate Reporting ApplicationsEnrollment Reporting System Off-Campus (ERSO)This database provides information on all units taken at designated off-campus centers of the CSU.Units attempted at the off-campus centers are included in both the Off-Campus Enrollment file andthe ERS Student file. Data are extracted from the ERSS file to create the ERSO Master file as ofcensus date.


Information Requestors.Chancellor's Office Executives and Management Staff.CSU Campus Presidents and Management Staff








Data Requested.CSU Statistical Abstract

.Statistical Reports

.Ad-Hoc Reports

Campus Submission Schedule.Error free final summer term is due three weeks after the fall census date.Error free fall profile file is due three weeks after the fall census date.Error free winter profile file is due three weeks after the winter census date.Error free spring profile file is due three weeks after the spring census date.Error free fall/winterlspring final file is due on June 21 sl



Campus submitted off campus center data

Data DefinitionsData definitions, data labels, and data formats are documented in the Data Element Dictionarysection of the Enrollment Reporting System Operations Manual at the following URL:httc://www. asd. calstate. edu/ers/index. htm

~


Standard ReportsThe standard reports are on Analytic Studies web page at the following URL:http://www.calstate.edu!AS!

~

ERSO Process Flow

Create ERO master file

MJf,.-a&Jfilli@1iJ!1iJ!'H

ERSORecord Layout

Off Campus Transaction RecordThis file contains the units attempted for all students enrolled at off-campus centers as of census datefor each term. The units attempted at off-campus centers are included in both the Off-CampusEnrollment file and the Enrollment Reporting System Student file. Data are extracted from the ERSSfile to create this master file.

Name Position

J1E-~

Social Security Number 1-9Year 10-13Term Code 14Campus Code 15-16Center Code 17-18Term Units Attempted, Lower Division 19-21Term Units Attempted. Upper Division 22-24Term Units Attempted, Graduate Division 25-27Unassigned 28-80

yyyy

xx.xxx.xxx.x

~

Corporate Reporting ApplicationsEnrollment Reporting System Student (ERSS)The ERSS database provides enrollment data for each enrolled student each term of the collegeyear. This information is used to support state budget requests, respond to federal informationrequest and to support research requirements. Information from this database can be obtained byethnicity, major, citizenship, residence, gender and age.


Information Requestors.Chancellor's Office Executives and Management Staff.CSU Campus Presidents and Management Staff.CSU Board of Trustees







Data Requested.CSU Statistical Abstract

.Statistical Reports

.Proficiency and Remediation Reporting

.Integrated Postsecondary Education Data System (IPEDS) -Fall Enrollment

.Integrated Postsecondary Education Data System (IPEDS) -Student Financial Aid Survey

Campus Submission Schedule.Error free final summer term is due three weeks after the fall census date.Error free fall profile file is due three weeks after the fall census date.Error free winter profile file is due three weeks after the winter census date.Error free spring profile file is due three weeks after the spring census date.Error free fall/winter/spring final file is due on June 21 sl


Processing Requirements.ERSS Transaction File Submittal form

.Fact TableCampus submitted ERSS data

.Reference TablesCampus Code (1)CIP Code (35)Credential Objective Code (26)Institution Origin (4)Major Codes (3)Residence Code (2)

CSUCorporate Informatl0~Resource Glide;;;;;,

Data DefinitionsData definitions, data labels, and data formats are documented in the Data Element Dictionarysection of the Enrollment Reporting System Operations Manual at the following URL:httc://www. asd. calstate. edu/ers/i ndex. htm

EditsThe edit criteria are documented in the Data Element Dictionary section of the Enrollment ReportingSystem Operations Manual at the following URL:httc://www. asd. calstate. edu/ers/index. htm

Standard ReportsThe standard reports are on Analytic Studies web page at the following URL:

httc://www .calstate.edu/AS/


October 2003

~

ERSS Process Flow

---Chancellor's Office Infonnation Technology Services Page 45

October 2003

~

ERSSRecord Layout

Student Census FileThe Student Census file contains admission, demographic, and enrollment data for all studentsenrolled for a particular term as of the campus census date. There is one record per student percampus. This file does not include enrollment through extension or international programs.

Name Position TypeSOCIAL SECURITY NOYEARTERMCAMPUS CODEBIRTH DATESEX CODEETHNIC CODECITIZENSHIP CODECOUNTRY OF CITIZENSHIPHIGH SCHOOL GRADUATION YEARRESIDENCE CODERESIDENCE STATUSINSTITUTION OF ORIGINMATRICULATION PERIODADMISSION BASIS CODEEXCEPTION ADMISSION CODEENROLLMENT STATUSSTUDENT LEVEL CODEDEGREE OBJECTIVE CODEMAJOR, OPTION, CONCENTRATION OR

EMPHASIS CODECREDENTIAL STATUSCREDENTIAL AND SUBJECT-MATTER

WAIVER OBJECTIVE CODEDEGREE HELD CODESTUDENT STANDING CODETRANSFER UNITS EARNEDTRANSFER GPACAMPUS GPATOTAL UNITS EARNEDTOTAL GPAENGLISH PROFICIENCY STATUSENTRY LEVEL MATHEMATICS

PROFICIENCY STATUS

yyyy

62-6263-65

66-6667-6768-7172-7475-7778-8182-8485-8586-86


87-8788-8889-89

90-9091-9697-97

98-98

99-99

100-100

10l-102103-111112-114115-117118-120

FILLEREDUCATIONAL OPPORTUNITY PROGRAM STATUSDISABLED STUDENT SERVICES VERIFIED

DISABILITYDSS PROGRAM SERVICECIP CODEGE BREADTH CRITICAL THINKING COURSE

COMPLETION STATUSGE BREADTH ENGLISH COMPOSITION COURSE

COMPLETION STATUSGE BREADTH MATHEMATICS/QUANTITATIVE

REASONINGGE BREADTH ORAL COMMUNICATIONS COURSE

COMPLETION STATUSCREDENTIAL EMPHASISFILLERTERM UNITS ATTEMPTED LOWER DIVISIONTERM UNITS ATTEMPTED UPPER DIVISIONTERM UNITS ATTEMPTED GRADUATE

xx.xxx.xxx.x

~

ERSSRecord Layout (continued)

HIGH SCHOOL GPAFILLERACT SCORES

ACT ENGLISH SCOREACT MATHEMATICS SCOREACT READING SCOREACT SCIENCE REASONINGACT COMPOSITE SCORE

127-128129-130131-132133-134135-136

MMDDELM ADMINISTRATION DATE 137-144ELM TOTAL SCORES

FILLER 145-150ELM TOTAL SCORE 151-152

EPTSCORESEPT ESSAY SCORE 153-155EPT READING SCORE 156-158EPT COMPOSITION SCORE 159-161EPT TOTAL SCORE 162-164

TOTAL SCORES FOR SAT 1SAT I VERBAL SCORE 165-167SAT I MATHEMATICS SCORE 168-170SAT I COMPOSITE SCORE 171-174

COLLEGE PREPARATORY ENGLISH 175-176COLLEGE PREPARATORY MATHEMATICS 177-178COLLEGE PREPARATORY U.S. HIST/GOVERNMENT179-180COLLEGE PREPARATORY LABORATORY 181-182

SCIENCECOLLEGE PREPARATORY FOREIGN LANGUAGE 183-184COLLEGE PREPARATORY VISUAL & PERFORMING 185-186

ARTSCOLLEGE PREPARATORY ELECTIVES 187-188FILLER 189-190TOEFL SCORE 191-193SAT SCORE TYPE 194-194IMMIGRATION YEAR 195-198TEST SCORES FOR ENGLISH LANGUAGE 199-201

PROFICIENCY TEST (ELPT)SPECIAL PROGRAMS 202-202STATE DATE (CALSTATETEACH) 203-210STATE UNIVERSITY FEE WAIVER 211-212MATRICULATION TYPE 213 -213FILLER 214-250

YYYYMMDD

Corporate Reporting ApplicationsEnrollment Reporting System Teachers (ERST)ERST provides information on students who apply to a CSU professional education preparationprogram. It generates information on major phases of the credentialing process such as applications,admissions, enrollments, and certification and provides information essential for the planning process.


Information Requestors.Chancellor's Office Executives and Management Staff.CSU Campus Presidents and Management Staff.CSU Board of Trustees.California Legislature






Data Requested.CSU Statistical Abstract.Statistical Reports.Ad-Hoc Reports

Campus Submission Schedule.Nov 5th

Processing Requirements.Education Credentials Recommended File Submittal form.Fact Table

Campus submitted ERST Credential Recommended data.Reference Tables

Campus Code (1)Credential Objective Code (26)

Data DefinitionsData definitions, data labels, and data formats are documented in the Data Element Dictionarysection of the Enrollment Reporting System Operations Manual at the following URL:htt~:1 /www.asd.caistate.edu/ers/index.htm


October 2003

EditstThe edit criteria are documented in the Data Element Dictionary ction of the Enrollment Reporting

System Operations Manual at the following URL:http://www.asd.caistate.edu/ers/index.htm

Standard ReportstThe standard reports are on Analytic Studies web page at the foil wing URL:

httP:!/www.calstate.edu!AS!

~

ERST Process Flow


~

ERSTRecord Layout

ERST Credential Recommendation RecordAn ERST Credential Record is created for each credential recommendation and/or credentialupgrade.

Name Position TYEeSOCIAL SECURITY NUMBERYEARTERM CODECAMPUS CODECREDENTIAL AND SUBJECT-MATTER WAIVER

OBJECTIVE CODECREDENTIAL EMPHASISCREDENTIAL CLASSISSUANCE DATECOMPETENCY DETERMINATIONCREDENTIAL ACTIONUNASSIGNED

yyyy

20-2122-2324-3132-3233-3435-80


Corporate Reporting ApplicationsEnrollment Reporting System Special Sessions (sERSS)The sERSS database provides enrollment data for each matriculated student with term unitsattempted as of the census date. This information is used to support state budget requests, respondto federal information request and to support research requirements. Information from this databasecan be obtained by ethnicity, major, citizenship, residence, gender and age.


Information Requestors.Chancellor's Office Executives and Management Staff.CSU Campus Presidents and Management Staff.CSU Board of Trustees.California Legislature.California Department of Finance.California Legislative Analyst's Office.California Post-Secondary Education Commission (CPEC)



Data Requested.CSU Statistical Abstract.Statistical Reports

.Integrated Postsecondary Education Data System (IPEDS) -Fall Enrollment

.Integrated Postsecondary Education Data System (I PEDS) -Student Financial Aid Survey

Campus Submission Schedule.Fall Profile Nov 5th.College Year June 21st

Processing Requirements.ERSS Transaction File Submittal form

.Fact TableCampus submitted ERSS data

.Reference TablesCampus Code (1)CIP Code (35)Credential Objective Code (26)Institution Origin (4)Major Codes (3)Residence Code (2)

Data DefinitionsData definitions, data labels, and data formats are documented in the Data Element Dictionarysection of the Enrollment Reporting System Operations Manual at the following URL:httg://www. asd. calstate. edu/ers/i ndex. htm


~


Standard ReportsThe standard reports are on Analytic Studies web page at the following URL:httc://www. calstate.edu/AS/

---Chancellor's Office Information Technology Services Page 53

October 2003

sERSS Process Flow

Enrollment ReportingSystems Main Menu screen

is displayed

No

Yes

Verify the campus edit

report

~

Create systemwide masterfile

~

Conven to Oraclewarehouse

---1 Standard/Ad hoc Reports

sERSSRecord Layout

sERSS Student Census FileThe sERSS Student Census file contains admission, demographic, and enrollment data for allstudents enrolled for a particular term as of the campus census date. There is one record per student

per campus.

SOCIAL SEquRITYNOYEARTERMCAMPUS CODEBIRTH DATESEX CODEETHNIC COIiJECITIZENSH!P CODECOUNTRY OF CITIZENSHIPHIGH SCHOOL GRADUATION YEARRESIDENCE CODERESIDENCE STATUSINSTITUTION OF ORIGINMATRICULATION PERIODADMISSION BASIS CODEEXCEPTION ADMISSION CODEENROLLMENT STATUSSTUDENT LEVEL CODEDEGREE OBJECTIVE CODEMAJOR, OPTION, CONCENTRATION OR

EMPHASIS CODECREDENTIAL STATUSCREDENTIAL AND SUBJECT-MATTER

WAIVER OBJECTIVE CODEDEGREE HE~D CODESTUDENT STANDING CODETRANSFER UNITS EARNEDTRANSFER GPACAMPUS GPATOTAL UNITS EARNEDTOTAL GPAENGLISH PROFICIENCY STATUSENTRY LEVEL MATHEMATICS

PROFICIENCY STATUS

yyyy

62-6263-65

66-6667-6768-7172-7475-7778-8182-8485-8586-86


87-8788-8889-89

90-9091-9697-97

98-98

FILLEREDUCATIONAL OPPORTUNITY PROGRAM STATUSDISABLED STUDENT SERVICES VERIFIED

DISABILITYDSS PROGRAM SERVICECIP CODEGE BREADTH CRITICAL THINKING COURSE

COMPLETION STATUSGE BREADTH ENGLISH COMPOSITION COURSE

COMPLETION STATUSGE BREADTH MATHEMATICS/QUANTITATIVE

REASONINGGE BREADTH ORAL COMMUNICATIONS COURSE

COMPLETION STATUSCREDENTIAL EMPHASISFILLERTERM UNITS ATTEMPTED LOWER DIVISIONTERM UNITS ATTEMPTED UPPER DIVISIONTERM UNITS ATTEMPTED GRADUATE

99-99

100-100

101-102103-111112-114115-117118-120

xx.xxx.xxx.x

~

sERSSRecord Layout (continued)

Name Position TypeHIGH SCHOOL GPAFILLERACT-SCORES

ACT ENGLISH SCOREACT MATHEMATICS SCOREACT READING SCOREACT SCIENCE REASONINGACT COMPOSITE SCORE

127-128129-130131-132133-134135-136

ELM ADMINtSTRATION DATE 137-144ELM TOTAL SCORES

FILLER 145-150ELM TOTAL SCORE 151-152

EPTSCORESEPT ESSAY SCORE 153-155EPT READING SCORE 156-158EPT COMPOSITION SCORE 159-161EPT TOTAL SCORE 162-164

TOTAL SCORES FOR SAT 1SAT I VERBAL SCORE 165-167SAT I MATHEMATICS SCORE 168-170SAT I COMPOSITE SCORE 171-174

COLLEGE PREPARATORY ENGLISH 175-176COLLEGE PREPARATORY MATHEMATICS 177-178COLLEGE PREPARATORY U.S. HIST/GOVERNMENT179-180COLLEGE PREPARATORY LABORATORY 181-182

SCIENCECOLLEGE PREPARATORY FOREIGN LANGUAGE 183-184COLLEGE PREPARATORY VISUAL & PERFORMING 185-186

ARTSCOLLEGE PREPARATORY ELECTIVESFILLERTOEFL SCORESAT SCORE TYPEIMMIGRATION YEARTEST SCORES FOR ENGLISH LANGUAGE

PROFICIENCY TEST (ELPT)SPECIAL PROGRAMSSTATE DATE (CALSTATETEACH)STATE UNIVERSITY FEE WAIVERMATRICULATION TYPEFILLER

187-188189-190191-193194-194195-198199-201202-202203-210211-212213-213214-250

YYYYMMDD

Corporate Reporting ApplicationsFinancial Aid Database (FADB)The Financial Aid Database contains financial aid student eligibility and award data and limitedstudent demographic data for financial aid applicants, as reported by the campus financial aid officesfor each award year. The availability of these data enables the Chancellor's Office to respond torequests for information and to analyze the impact of institutional, state, and federal budget and policyproposals relative to the impact on students, particularly those who require financial assistance.

Data StewardAcademic Affairs, Student Academic Support

Information Requestors.Chancellor's Office Executives and Management Staff

.CSU Campus Presidents and Management Staff

.Department of Finance

.Legislative Analyst's Office

.California Student Aid Commission

.California Postsecondary Education Commission

.National Center for Education Statistics (NCES)

.U.S. Department of Education

.Miscellaneous Legislators at the federal and state level

Data Requested.State University Grant (SUG) allocations for CSU campuses.Integrated Post Secondary Education Data System surveys

-Student Financial Aid Survey-Institutional Characteristics Survey

Campus Submission Schedule.June 151 Preliminary Report.September 151 Final Report

Processing RequirementsCampus submitted financial aid data.FAREC1.FAREC2

EditsData fields are edited against parameters on maximum award amounts, consistency with reportedbudget, contributions, and financial need, and missing data.


October 2003

~

FADB Proc:ess Flow

Chancellor's OfficeFADB Coordinator.

BeginC.O. Processing

Create FADB master file

Page 58ChanCellor's Office Information Technology ServicesOctober 2003

~

FADBRecord Layout

Financial Aid Record 1This file contains student demographic and eligibility data for the award year.

Position TypeName

Award YearCampus CodeSocial Security NumberRecord Type CodeFinancial Aid Status CodeAward/Enrollment BasisEOP CodeSupport StatusStudent Marital StatusStudent Budget CategoryAFDC CodeSocial Security CodeVeterans Benefits CodeFamily SizeParents IncomeStudent/Spouse IncomeStudent BudgetParents ContributionStudent's ContributionGross Financial Aid EligibilityUnearned FWSDeclined LoanOther Student ResourcesCal Grant CodeNine-Month EFCCampus Work StudyFiller

1-45-67-1516-1617-19202122232425262728-2930-3536-4142-4748-5354-5960-6566-7172-7778-838485-8990-9495-125

NN (RJ)NN (value = 1)N (RJ)AAAAAAAAN (RJ)N (RJ)N (RJ)N (RJ)N (RJ)N (RJ)N (RJ)N (RJ, optional)N (RJ, optional)N (RJ, optional)AN (RJ)N (RJ)Leave Blank

~

FADBRecord Layout

Financial Aid Record 2This file contains the financial aid received by the student for the award year.

1-45-67-1516-1617-1920-2324-2728-3132-3536-3940-4344-4849-5354-5859-6061-6566-7071-7576-8081-8586-9091-9596-100101-105106-110111-115116-120121-125

NN (RJ)NN (value = 1)NN (RJ)N (RJ)N (RJ)N (RJ)N (RJ)N (RJ)N (RJ)N (RJ)N (RJ)N (RJ) l=future scholarsN (RJ)N (RJ)N (RJ)N (RJ)N (RJ)N (RJ)N (RJ)N (RJ)N (RJ)N (RJ)N (RJ)N (RJ)N (RJ)

Award YearCampus CodeSocial Security NumberRecord Type CodeFillerCal Grant AmountPell Grant AmountState University GrantEOP Grant AmountGraduate Equity FellowshipSEOG AmountBIA AmountOther Federal Scholarship/GrantsCSU Scholarship AmountCSU Scholarship CodeInstitutional ScholarshipsAthletic Scholarship/GrantOther Scholarships/GrantsFederal Work StudyState Work-StudyPerkins LoanNursing Student LoanStafford Loan (SUBSIDIZED)Institutional Long-Term LoanCampus Fee GrantParent Loan (PLUS)Other Educational LoanStafford Loan (UNSUBSIDIZED)

Corporate Reporting ApplicationsFinancial Information Record Management System (FIRMS)The Financial Information Record Management System is a corporate financial informationmanagement system that allows the Chancellor's Office (C.O.) to fulfill its systemwide financialreporting requirements from campus-collected data. FIRMS is used to report end-of-periodaccounting data as well as to submit budget proposals. Data for General Fund and Auxiliary activitiesare collected. Each campus extracts the appropriate data from its local financial system and formatsthe information in a FIRMS compatible format. Data are transmitted electronically to the C.O. viaFIRMS for processing. The transmission process includes: file transfers, edit processes, and qualityassurance report generated. Data from the campuses are only loaded to the Corporate Data table ifthe data passes the edit criteria.

Data StewardFinancial Management Services (FMS)

Information Requestors.Chancellor's Office Executives and Management Staff.CSU Campus Presidents and Management Staff.State Controller's Office

.Bureau of State Audit

.Governor's Office




.Integrated Post-Secondary Education Data System (IPEDS)

Data Requested.Integrated Post Secondary Education Data System (I PEDS Finance Survey) survey.Preparation of the Annual Consolidated Financial Statements.GMP Financial Statements.Governor's Budget.Schedule 10.Financial Reports to the State Controller's Office.Internal and external audiences as needed

Campus Submission Schedule.Accounting Data -quarterly

1 st qtr October 15th

2nd qtr January 15th3rd qtr April 15th4th qtr July 31th

.Budget Data -annually August 17th


Campus submitted budget dataCampus submitted accounting data

.FIRMS Financial Classification tables. The URL for the detail is:httc://www. calstate. edu/CI M/data-elem-dic/section3. shtml


October 2003

Edits

The FIRMS data edit/validation program edits each campus submission by checking the requireddata elements for valid values, data integrity and business rules according to the criteria defined inthe FIRMS Submission Procedure. An invalid value will either cause a reject condition for thesubmission or will be defaulted to an appropriate value. The system will print a 'reject' error messagefor values not accepted by the edit program, or a 'warning' message for values that will be defaulted.The URL for the detailed edit criteria is:

http://www.calstate.edu/CIM/financiaIAssets/FI RMS/section22. shtml

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Standard ReportsLegal Basis

S01 Final Budaet Recort bv FundProvides YTD expenditures, YTD budget, encumbrances, project-to-date expenditures, and budgetbalance available systemwide.

SO1A Final Budaet Recort bv FundProvides YTD expenditures, YTD budget, encumbrances, project-to-date expenditures, and budgetbalance available by campus.

S02 Financial Statements Leaal BasisProvides actual revenue and expenditure, and balance sheet items for all CSU campuses by statefund and legal fund type.

803 Pre-Closina Trial Balance Leaal Basis bv Object CategotYProvides the pre-closing trial balance for all C8U campuses on legal basis by objective category.

S04 Pre-ClosinQ Trial Balance by State FundProvides the pre-closing trial balance for all CSU campuses on legal basis by state fund

805 Pre-Closina Trial Balance bv C8U FundProvides the pre-closing trial balance for all C8U campuses on legal basis by C8U fund.

506 Pre-Closinq Trial Balance Legal BasisProvides the pre-closing trial balance on legal basis by C5U campuses.

Generally Accepted Accounting Principles Basis (GAAP)Currently these reports do not include GMP adjustment data.

S07 GAAP Expenditure Report by ProaramProvides YTD expenditure information by program and GMP fund classification for all campuses.

S08 GAAP Financial Statements by CSU FundProvides financial statements by CSU fund for all campuses in GAAP format.

S09 GAAP Financial Statements by CampusProvides financial statements by campus in GAAP format.

510 GMP Revenue Report b~ C5U FundProvides YTD revenue information by C5U fund in GMP format. The amounts represent actualrevenue collected and do not include appropriations from the state.

811 GAAP Pre-Closina Trial Balance by Object CateaorvProvides the pre-closing trial balance by object category for all campuses in GAAP format.

S12 GAAP Financial Statements -Auxiliarv OrQanizationProvides revenues and expenditures for CSU auxiliary organizations by campus in GAAP format.


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FIRMS Process F:low

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FIRMSRecord Layout

FIRMS Corporate DataThe FIRMS Corporate Data table contains summarized data (that passed the edit validation) from thecampus transactions to the FIRMS data element level by CSU fund, appropriation, program, object,etc. This file contains data from 1997 to the current year and is used to fulfill all financial reportingmandates.

Name Null? Type

ACTIVITY PERIOD NUMBER NOT NULL VARCHAR2 (6)FIRMS RECORD TYPE CODE NOT NULL VARCHAR2 (2)STATE AGENCY CODE NOT NULL VARCHAR2 (4)CSU SUB AGENCY CODE NOT NULL VARCHAR2 (3)ORGANIZATION CODE NOT NULL VARCHAR2 (6)STATE LEGAL ENTITY CODE NOT NULL VARCHAR2 (4)APPROPRIATION REFERENCE NUMBER NOT NULL VARCHAR2 (3)CSU FUND ODE NOT NULL YARCHAR2 (3)APPROPRI~TION YEAR DATE NOT NULL VARCHAR2 (4)BUDGET YEAR DATE NOT NULL VARCHAR2 (4)PROJECT CODE NOT NULL VARCHAR2 (5)PROGRAM CODE NOT NULL VARCHAR2 (4)OBJECT CODE NOT NULL VARCHAR2 (6)FIRMS AMOUNT NOT NULL NUMBER(16,2)FIRMS FTE POSITION COUNT NUMBER (8, 2)FIRMS SEQ NUMBER (8)FIRMS ADJ NUMBER (2)

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Section II: Systemwide Human Resources (HR)Human Resources provide a wide range of personnel and payroll information to a variety of entities,internal and external to the Chancellor's Office, in response to information requests and reportingrequirements and for strategic analysis and planning.

Human Resources -Information Support and Analysis (HR-ISA) is part of HR and HR-ISA hasdeveloped and currently maintains the Campus Information Retrieval System (CIRS), a systemwidedata warehouse containing human resources, payroll, pay scale, and leave accounting information.Systemwide HR staff use CIRS on a daily basis for corporate human resources information reportingand analysis.

In addition, HR-ISA produces scheduled production reports and data files at both the campus andsystemwide level. These files are updated daily, weekly, monthly, quarterly, biannually and annuallyand are distributed to Chancellor's Office staff, the State Controller's Office, unions, campuses andother agencies. HR-ISA regularly provides more complex reports on an as-needed basis. Productionreports and data files are fully integrated with CIRS.


October 2003

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Systemwide Human Resources Applications

Campus Information Retrieval SystemHuman Resources Information Support and Analysis (HR-ISA) maintains and supports the CampusInformation Retrieval System (CIRS). CIRS is a systemwide data warehouse containing humanresources, payroll, pay scale, and leave accounting information. Chancellor's Office and campususers can generate their own databases, download data and reports, and maintain informationthrough online systems and pre-generated reports. Focus reporting language is used in CIRS tocreate customized reports to fulfill requests for information. The CIRS website ishttP://www.calstate.edu/hrpims/

Data StewardHuman Resources Information Support & Analysis

Information Requestors.Chancellor's Office Executives and Management Staff, in human resources, business and finance

and academic affairs.CSU Campus Presidents and Management Staff.CSU Board of Trustees.CSU Faculty and Staff Unions.CSU Academic Senate




.California Employment Development Department


.Integrated Post-Secondary Education Data System (IPEDS), Faculty and Staff fall survey

.U.S. Department of Commerce, Census Bureau

.U,S. Department of Labor, Employment Cost Index

.University of California, UCDC Retirement Plan

.Benefits and Insurance Vendors

.College and University Associations


Data Requested.Implementation of salary programs per collective bargaining agreements.Census data for IPEDS, labor statistics, survey requests, affirmative action reports.Payroll data for reporting CSU employee contributions for the University of California's University

of California Defined Contribution (UCDC) retirement plan.Monitoring of TSA, 401 K and 403B limits.Monitoring of employment policies and collective bargaining provisions

.Costing for potential collective bargaining provisions

.Responding to legal matters regarding employees including complaints, lawsuits, investigations,whistle blowers, etc.

.Setting employee salaries where systemwide comparability is critical (presidents, vice presidents,

key management positions, etc.).Salary and Benefit Trend Surveys

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Data SourcesThe source for HR information is data collected and maintained by the Personnel/Payroll ServicesDivision (PPSD) of the State Controller's Office (SCO). As the legal pay agent for the CSU, the SCOis responsible for the validity and integrity of its personnel, payroll and leave accounting data. Asummary of the key files are provided below:

SCO Personnel Information Management System: A collection of data files containingemployee demographic and job information.Update schedule: online real time and weeklySCO Payroll System: A collection of data files containing employee payroll and deductioninformation.Update schedule: daily and monthlySCO Leave Accounting System: A collection of data files containing employee leave accrualinformation.Update schedule: weeklyCSU Pay Scales: A SCO file maintained solely by HR-ISA. This file includes all informationon current and historical classifications. This file is the official CSU Pay Scales file fromwhich the CSU Salary Schedule is produced.Update schedule: as needed, determined by collective bargaining and CSU policy.Management Personnel Plan (MPP) Job Code System: A job reporting system thatcategorizes only employees with line budgetary and personnel administration authority asadministrators.Update schedule: determined by each campus

CIRS SecurityAll CIRS users are required to sign a confidentiality agreement before having access to the system.Each campus has an assigned Security Monitor who is responsible for authorizing CIRS access andensuring CIRS security requirements are followed. Each user is assigned a Security token whichprovides a unique access code each time the user logs into the system. In addition, each user has apassword that is changed on regular basis.

CIRS WEB SiteSee the CIRS web site at http://www.caistate.edu/hrpims/ for information on the following

.What's New.About HR-ISA.Ad Hoc Reporting.Databases.Defines.Extract Files.Data Elements.File Transfer.FOCUS Commands.Hints and Tips.Libraries

.Samples Requests

.Compendium

.Contacts and Links

.Downloading

.Manual and Documents

.Printing Reports

.Screen Messages

.Security

.Training

Page 68~or's Office Information Technology ServicesOctober 2003

CIRS Data Flow


October 2003