Part Four - Data and Information System Illinois
Contents
1. dais As custom exit reasons are entered they are displayed in the column on the right side of the screen Clicking on the box next to the reason and then clicking on DELETE will remove the reason from the list A reason can only be deleted if it has not been used for a student If it has been used the checkbox will be grayed out and delete will not be allowed UTILITIES The Utilities provided under the Administration tab are used to control system wide settings To access the utilities area select the menu option Utilities under the Administration tab Set Fiscal Year The system contains information for more than one fiscal year The system will automatically operate in the current fiscal year However if there is ever a need to modify or enter data from a previous fiscal year users will need to set the system back to the fiscal year prior to make the change To set the system fiscal year select the appropriate fiscal year from the drop down area and click GO to save the change NOTE The fiscal year modification is only set for the current login session When the user logs out or the session times out the fiscal year will reset to the current fiscal year Help Logout Data and Information System Illinois Home Students Classes Courses Instructors Funding Administration Reporting Administration Default Exits Custom Exits Entered employment E U Met personal objective l 13 Program drop2. Illinois Instructors Funding Administration Reporting tnt A Details Administration Eogan List All Add New a Program Accounts Building List Date Registered Given Unscheduled Days 12 08 2006 delete 6 11 20 2006 C Program Accounts Option in Drop down Navigation Data and Information System Illinois Administration D View Edit Details Link January 1 2007 Administration dais Instructor accounts can also be selected for editing however the edits are done through the Instructor screens Instructor accounts are added in the instructor area whereas all other program access is defined here Accounts can be deleted by Program Administrators by clicking on the delete link It is important to note that once someone is deleted from the system the delete can not be reversed Add Account Only users assigned as Program Administrators have the ability to establish and modify program accounts Program accounts can be added by clicking the Add New link Enter the first and last name of the user as well as a valid email address Account information will be sent via email if the Send account information via email box is selected The email will be a system generated message and is sent to the user to deliver account login information from daisisupport cait org Users should watch for this address in their Bulk or Junk mail folders If this option is not checked the login
3. Administration The Administration tab includes menu items that are program level settings PROGRAM DETAILS The program details can be viewed by selecting the menu option Program Details under the Administration tab This area presents general information about your program This information is view only for users of the system If errors exist please contact the ICCB for correction PROGRAM ACCOUNTS The program accounts can be viewed by selecting the menu option Program Accounts under the Administration tab Account List Each of the program accounts is listed for viewing under Program Accounts and can be displayed for editing by clicking on the link provided on name that is listed www iccbdaisi org FY08 User Manual Data and Information System Illinois ding Administration Program Details Program Accounts Jee i d quest ions related to ICCB policy G Building List Having technical problems Cli lick here to view common troubleshooting advice Given Unscheduled Days Class Exit Codes Profile 7 Utilities Name Joe Smith Login ID JSmith2 Email jsmith124 email org Change Password A Administration Tab Data and Information System Illinois Administration Program Dein Program Accounts Program Name User Manu Building List ICCB Program ID CAIT11 Given Unscheduled Days Class Exit Codes Utilities B Program Details Option in the Drop down Navigation Data and Information System
4. are assigned when students leave an individual class Reasons 1 12 are pre defined class exit codes and cannot be modified by users However custom class exit codes specific to each program can be defined by users To add a custom class exit enter a code number in the area provided and a reason in the text input area Next click SUBMIT to add the custom class exit to the system The new reasons will be available when exiting a student from a class Data and Information System Illinois P Add New Link Help Logout Data and Information System Illinois https wwwiccborg Home Students Classes Courses Instructors Funding Administration Reporting e e Prov Details Administration Class E oe Program Accounts Default Exits Building List 1 Entered employment Given Unscheduled Days 2 Met personal objective Class Exit Codes O 3 Lack of interest instruction not helpful to participant ADD 4 Illness Incapacity Utilities 5 Lack of transportation resources 6 Lack of dependent child care resources 7 Family problems 8 Time and or location of services not feasible 9 Moved 10 For other known reasons 11 Cannot locate or contact 12 Completed Q Class Exit Codes Option in Drop down Navigation Data and Information System Illinois Administration R Add Custom Exit Button S Custom Reason Text Field T Custom Exit Code www iccbdaisi org FY08 User Manual January 1 2007 107 Administration
5. as they will look in the system Data and Information System Illinois X Instructor Custom Fields Link Data and Information System Illinois Y Student Custom Fields Link www iccbdaisi org FY08 User Manual January 1 2007 109 Required Reports Several reports will be made available through this section of the system As reports are available they will be listed in the drop down menu under the Reporting tab ERROR CHECK The Error Check allows you to check the validity of program data and search for errors or warnings during the selected fiscal year To access the Error Check select the Error Check option under the Reporting tab Select the funding source All or Restricted ICCB Funds Only and the activity All or 7 5 hours of attendance and then select whether you want to display all errors and warnings just errors or just warnings Click on SUBMIT to process your request Any errors and or warnings will be displayed for review and correction Errors must be corrected in order for the students and units to be included in the required reports Warnings should be corrected whenever possible but do not necessarily exclude students from the required reports There is an update link provided for each error message Clicking on the link will take you to the appropriate area to correct the error Correct the error and submit the changes Then re run the error chec
6. h a red asterisk represent the ICCB required version of the selected report When allowed multiple funds can be selected Next select the appropriate quarter for reporting based on the dates in the legend displayed on the bottom of the screen Reports are generated by clicking the GENERATE REPORT button To display a list of students included in the report for verification purposes click GET STUDENT LIST NOTE Creating a report is process intensive and may require some time to complete Please be patient The report will display on the screen when it is has been completely generated Data and Information System Illinois nts Classes Courses Instructors Reporting lial B Neer Requi NRS Performance Report gt 4805 Federal EL Civics O 4815 State Performance inrestricted 4910 Other Restricted http www iccb org B Required Reports Option in Drop down Navigation Data and Information System Illinois Reporting Req Program Status Report D ICCB Restricted O Unrestricted Other Restricted gt All Funds Public Aid Master List Report http www iccb org www iccbdaisi org FY08 User Manual January 1 2007 111 Required Reports daisi Report Submission Schedule The schedule for submitting signed reports to the ICCB is as follows Program Status Report Required Funds Restricted Funds 3405 3410 4800 4805 4815 October 30th January 30th April 30th July 30th En
7. information is displayed on screen and must be printed and hand delivered to the recipient of the account Data and Information System Illinois Administration www iccbdaisi org FY08 User Manual E http www iccb org E Delete Link Data and Information System Illinois F F Add New Link Data and Information System Illinois Administration Pro G G Send Email Selection Data and Information System Illinois January 1 2007 103 Administration dais New accounts are assigned a temporary password and are forced to change the password upon initial sign in to the system The appropriate roles and access privileges must also be assigned e Administrator allows access to all of the functionality of the system Data Entry allows access to all data entry areas except the program accounts area e Read Only allows view only access to all areas of the system Instructor view only allows view only access to class information for the instructor Instructor enter attendance allows view access to class information as well as the ability to enter student attendance for the instructor NOTE Instructor accounts display on this screen but are not set up or removed from this display Instructor accounts must be set up or removed in the Add New or Edit Details page of the specified instructor Enter the appropriate information and press the SUBMIT button to save
8. it Data and Information System Illinois Administration Role Administrator Data Entry H Read Only H Role Selection Data and Information System Illinois Administration List All Add New www iccbdaisi org FY08 User Manual January 1 2007 104 Administration BUILDING LIST The building list can be viewed by selecting the menu option Building List under the Administration tab Every class must be assigned to a building Buildings must first be established in the building list before being available for selection when setting up classes A list of all buildings that are entered into the system is displayed Delete building is only available if the building has not been used for a class within the system To delete a building place a check in the box next to location type and click DELETE Edit Building Click the link on the building name to edit information about the building One building may be selected as the Default Building In this case when adding a new class the default building will automatically be entered Users have the ability to override the default building when entering a new class manually If the building is a subcontracting agency select yes in the subcontract field Subcontracting agencies are entities receiving funds from a grantee as part of a consortium Click on the SUBMIT button to save the changes Data and Information System Illin
9. k to confirm the error has been corrected www iccbdaisi org FY08 User Manual dais Data and Information System Illinois Home Students Classes Courses Instructors Funding Administration Reporting Error Check Required Reports Welcome s FAQ s EN Announcements Welcome Joe Smith to DAISI the Illinois Community College Board s Profile Name Joe Smith Login ID JSmith2 Email jsmith124 email org A Reporting Tab Data and Information System Illinois Reporting Er Current Fiscal Year 2007 B Error Check Option in Drop down Navigation Data and Information System Illinois Reporting Er January 1 2007 Required Reports ICCB REQUIRED REPORTS To access the ICCB Required Reports area click the Required Reports option from the menu under the Reporting tab The required reports center is divided into four sections one for each of the reports required by the ICCB Each type of report must be run separately and will generate a pdf file format Adobe Acrobat Reader will be required to view the files You can save the files to a local computer to view print or email Please refer to the Appendix for a detailed breakdown of each ICCB Required Report To generate a report select the fund source s by clicking on the selection box or radio button next to the fund listed Some reports offer fund options in addition to the required report format Funds marked wit
10. lidays are program specific and are not allowed to be used with single buildings only In addition to given days unscheduled days are also recorded here The first screen displayed lists the days that have been assigned Click on the check box next to a date and click on the DELETE button to delete a date Data and Information System Illinois L L Add New Link Help Logout Data and Information System Illinois Home Students Classes Courses Instructors Funding Administration Reporting Administration Day Date Building Site Given Unscheduled Days M 09 04 2006 All Class Exit Codes Unscheduled Days 09 18 2006 All M Given Unscheduled Option in Drop down Navigation N O N Delete Checkbox O Delete Button www iccbdaisi org FY08 User Manual January 1 2007 106 Administration Add Given Unscheduled Day To add a new date click the Add New link Enter the correct date and select a reason from the drop down list Holidays apply to all buildings but each of the other choices can be building specific If the option is displayed to select a building select All to choose all of the buildings or select the individual buildings by checking the box that corresponds to the building location Click on the SUBMIT button to save changes CLASS EXIT CODES The class exit codes list can be viewed by selecting the menu option Class Exit Codes under the Administration tab Class exit codes
11. ois ctors Funding Administration Reporting Administration Program Details Given Unscheduled Days Class Exit Codes Utilities l Building List Option in Drop down Navigation Data and Information System Illinois Administration Add New List All J Edit Building Link k Delete Button Data and Information System Illinois Administration List All Add New www iccbdaisi org FY08 User Manual January 1 2007 105 Administration dais Add Building Select the Add New link from the Building List sub menu to add a new building to the list Click the SUBMIT button to save the information once its been entered GIVEN UNSCHEDULED DAYS The Given and Unscheduled Days default area can be viewed by selecting the menu option Given Unscheduled Days under the Administration tab This area provides the ability to set up given and or unscheduled days in advance for the program Users also have the ability to enter given and unscheduled days during the attendance entry process with the exception of Given Days that are designated as Holidays Holidays are limited and program wide as a result they must be established here Given days are 1 13 holidays per year 2 staff development days and 3 emergency closings Holidays allow each program to determine its own closure days based on the holidays it observes A maximum of 13 holidays are allowed for use by a program each Fiscal Year Ho
12. ped for poor attendance Lack of interest instruction not helpful to participant Q 14 Pregnancy Illness Incapacity Lack of transportation resources Lack of dependent child care resources Family problems Con anunsewn Time and or location of services not feasible 11 Cannot locate or contact 12 Completed U Custom Exits List Data and Information System Illinois Administration Set Fiscal Year Instructor Custom V V Utilities Option in Drop down Navigation Data and Information System Illinois Home Students Classes Courses Instructors Funding Administration Reporting Set Fiscal Year t W Current Fiscal Year 2007 M apimwe W Set Fiscal Year Link www iccbdaisi org FY08 User Manual January 1 2007 108 Administration Instructor Custom Fields Setup Up to twenty custom fields can be defined to store instructor data The text that is typed into the fields is what will display as the field name on the screens for data entry Click the SUBMIT button to save the changes NOTE The text labels appear on the bottom of the screen as they will look in the system Student Custom Fields Setup Up to twenty custom fields can be defined to store student data The text that is typed into the fields is what will display as the field name on the screens for data entry Click the SUBMIT button to save the changes NOTE The text labels appear on the bottom of the screen
13. rollment Report Required Funds 3405 3410 4800 4805 January 30th July 30th NRS Performance Report Required Funds All Funds 3405 3410 4800 4805 4815 4900 4910 October 30th January 30th April 30th July 30th Public Assistance Master List Report Quarterly Required Funds 3410 only October 30th January 30th April 30th July 30th Public Assistance Master List Report Full Year Required Funds 3410 only July 30th www iccbdaisi org FY08 User Manual January 1 2007 112 Custom Reports CUSTOM REPORTS Coming Soon QUERY FEATURE Coming Soon EXPORT CAPABILITIES Coming Soon www iccbdaisi org FY08 User Manual January 1 2007 dais 113
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