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MIS2000 User`s Guide

1. To select a Report Type simply click on it and a list of tables included in the Report Type you selected will appear You are now ready to move to next step All Enrollments outer All Enrollments Student Count COE COE Student Count Legal Families Most Recent COE preprocessed Most Recent Enrollments Most Recent Enrollments Student Count Preprocessed Queued Students Comparisons Tab The Comparisons tab is where you define what records you want to see For example you can tell Selector to show you only students in a particular district or only students with enrollment dates within a certain year You can add unlimited comparisons to any report MIS2000 User s Guide 59 MS EdD Management Services for Education Data Display Fields Tab The Display Fields tab is where you choose which fields you want to be displayed in your report You can display unlimited fields on any report Sort Fields Tab The Sort Fields tab is where you can choose the order in which you want your report to be listed For example you can dictate that you want your report ordered by last name or by enroll date or by district code Sorting on more than one field You can sort on more than one field For instance you could sort by Region Code District Code and Last Name The sort field that is listed first will be sorted first The sort field listed second will be sorted second and so on For example say that you
2. rw usa FARMINGTON Jar 0 98 o 0 98 LQMDate ResDate EnrollDate VvithdrawDate Grade ee DaysPres FacilityID FacilityName 8i 98 99 5 5 00 9 30 NMBPDN MELROSE ELEN BEI Funding Date 870 598 80 98 9 99 12 98 12 80 90 FLBHBZ MELROSE fi 212 98 840 98 870 98 1070 98 124299 11 25 25 ARLRVYY DANVILLE PUB 2 2197 2 2197 9 9 99 ARBBBM ROGERS PUBL Created 4 29 99 2 55 56 Schoot History Health Supplemental Credit Accrual Parent e The top panel on your screen contains data such as student name sex birthdate age and student ID This data is carried over from the student s COE e The middle panel contains information that has been collected about the student such as health tests supplemental programs and school history e The third panel is a series of buttons When you press a button that data appears in the middle panel For example if you press the School History button the child s School History data will appear in the middle panel To enter student data press the button for the type of data you want to enter Following are references to the different types of student data you may be required to enter Credit Accrual page Special Ed page Family Parent page Supplemental Programs page bo Health page Tests page School History page MIS2000 User s Guide 21 MS EdD Management Services for Education Data Credit Accrual Panel The Credit Ac
3. Age labels and practice moving them around your report 88 MIS2000 User s Guide MS EdD Management Services for Education Data Advanced Designer Tutorial Using Multiple Groups In this tutorial we will add another group so that our report will have two groups Opening the Selector R2K file and Designer File RTM 1 Open Report Builder Press the Load From button on the Report taband open the R2K you created in the Intermediate Selector Tutorial SelectorTutorial R2K 2 Go to the Snap Setup tab and press the Build Snap Table button Once your table has opened press the Close button M NOTE We have to open the R2K file and build the Snap Table so that Designer will be looking at results of your Selector report 3 Then press the Designer or Snap Layout button 4 Go the File Menu and open the document we created in the Intermediate Designer Tutorial IntermediateDesigner RTM Choosing what you want to Group on 1 Goto the Report menu and select Groups The Groups window will open We have already grouped on Facility Name so Snap FacilityName is already showing in the Groups window 2 Press the Add button and FacilityName will appear again We need to change the bottom Facility Name group to Grade 3 Select the bottom FacilityName group From the drop down box select Snap Grade You should now have two Groups Facility and Grade Press OK Group 0 FacilityN ame Group 1 Grade Insert D
4. Detail Once you have enlarged your fields your Design Document should look something like this 80 MIS2000 User s Guide MS EdD Management Services for Education Data Resizing Bands Press the Preview tab and look at your report Notice that there is a lot of space between each row of the report Let s tighten the report up so that more rows will fit on each page 1 Hold your mouse over the gray bar that says Detail You will see a resizing arrow Pull the gray bar up until it almost touches the DB fields 2 Using the same procedure pull the Title bar up to the bottom of the title nrollment Report Sorted by Facility and Grade Title Aad Header ALBION ELEMENTAR Y SCHOOL EMITH Detail Formatting with Fonts and Styles Now lets format our labels so that they stand out more 1 Select the Facility Name label by clicking on it Then press the Underline button 2 Click in the drop down field of fonts and select 12 3 Follow steps 1 2 to make all of your labels underlined and in 12 font Student Last Student First nrolDatd Header ACADEMY HILL SCHOOL De JUDY p 1 98 Detail Your labels should look like this Using the Nudge buttons Chances are that some of your labels and DB fields arent lined up quite evenly Using your Nudge buttons you can nudge your fields around until they are exactly where you want them if you dont see the nudge buttons go to t
5. Management Services for Education Data Searching the State for a Group of Students Batch Searching When you get a batch of COEs it is important that you search the state database for the students on the COEs before you enter the COEs If a student is already entered into the state MIS2000 database you need to download that student to your database You will then add that existing Student Data to the new COE Batch searching is a way for you to search the state for a group of students You can search for all the students on your COEs and download any students that you find at the state Then when you enter your COEs the students will already be downloaded to your computer You just have to add the students to the COEs 1 Open the Student Search window by pressing the Search Student button in Student View 2 On the Batch Search tab press the New Batch button to clear out your last batch 3 Enter the data for the first student you are looking for Remember it is better to enter less data than more for the chance of typos increases the more data you enter NOTE Entering the student COE ID will exclusively identify the student no two students should have the same ID 4 Press the New Search button The student s name will be added in the top grid Each individual student you search for is considered a search 5 Follow steps 3 4 to add all the students you are searching for in the top grid 6 When you have finished ente
6. Education Data NOTES MIS2000 User s Guide 13 MS EdD Management Services for Education Data WORKING WITH COES 14 MIS2000 User s Guide MS EdD Management Services for Education Data Entering COEs Important If you are at a regional site that uploads to a state site it is important that Note you search your state database for the students on your new COEs before you enter the COEs If a student is already entered into the state MIS2000 database you need to download that student to your database You will then add that existing Student Data to the new COE Otherwise you may end up with duplicate students Doing a Batch Search will allow you to search for and download from the state site all the students on your COEs before entering the COEs See page find out how to do a Batch Search 1 While in COE view press the on the Navigator Bar to add a new COE to the database You will be given a blank COE which you will fill in with the information from your state s paper COE form remember to type in all caps 2 Enter the data from your paper COE in the white fields Use the tab key to move from field to field Using the Tab and Type data entry method is much quicker than picking up your mouse and clicking each time you need to go to the next field 3 When you have entered all of your family data then you are ready to enter the children s data Tab to the Children button at the bottom of the screen and
7. Field BirthDate Facility Facility Name City School History Grade Move Up CountryCode Student LastName Move Down AsciDesc DistrictCode FirstName 4 14 Your screen should look like this Your report will now be sorted by Facility Name then Grade then student Last Name M To move a sort field up or down select the field in the Sort Field field Then press the Move Up or Move Down button The field will move up or down accordingly Getting your Select Results From the Results tab press the Run Query button In a few moments you will see a table containing the results of your report Saving your Select Settings and Select Results When you create a report you may want to save it so that you can run the report at a later date There is a difference between saving your Select Settings and your Select Results e Your Select Results is the table you get when you press the Run Query button Press the Save as File button to save your results table as a text file Press the Save as Table button to save your results as a db file The text or db file could then be imported into software such as Microsoft Word or Access to be viewed e When you save your Select Settings you are saving the report type display fields comparisons and sort fields that you chose for your report If you think you may want to run these Select Settings again you will need to save it 66 MIS2000 Us
8. Find the COE by navigating to it or searching for it 2 Press the Children button at the bottom of the screen 3 Select the child whose record you want to print 4 Fromthe Reports menu select Queue Record 5 Repeat this process to queue all the children you want 32 MIS2000 User s Guide MS EdD Management Services for Education Data 6 From the Reports menu select Print Queued Records A preview of all the queued records will appear on the screen You can then choose to print or cancel the queued records NOTE You also queue students by using the Student List feature on the Student Search window Clearing the Record Queue There are two ways to clear records out of the record queue Goto the Reports pull down menu and select Clear Record Queue MIS2000 will ask you if you want to clear all records in the queue Press OK e From the Reports pull down menu select Print Record Queue Check the field labeled Clear Queue on Print The queued records will now be automatically cleared once they have printed MIS2000 User s Guide 33 MS EdD Management Services for Education Data Changing Grid Linking If you linked a Test line Supplemental Program line Special Ed line etc to the wrong School History line you can change the linking 1 Highlight the Test SP etc line that is incorrectly linked Uncheck the Lock Enrollment Window field Highlight the correct School History line Press the
9. Students 2 There are four ways to search for students who may have more than one record in your database Check the Only Recent Records item to limit your search to records that have had activity within the last three years e Matching DOB DOBs must match and first three letters of first and last name must match e Close DOB At least two parts of DOBs must match and first five letters of first and last name must match e Potentially Adopted Duplicates Finds records with identical first names DOBs and birth cities but different last names These students have been adopted and had their last name changed e Same SSN Finds records with identical Social Security Numbers M NOTE f you hover your mouse over the above menu items their descriptions will appear in the bottom left corner of your screen 3 Select the method you wish to use to search for potential duplicate students by clicking on it MIS2000 will immediately begin scanning the database for duplicate students who match the criteria you selected Once it is finished MIS2000 will show you a list of duplicate students who matched your criteria 4 Once you determine who your duplicate students are the duplicates will need to be merged MIS2000 User s Guide 55 MS EdD Management Services for Education Data Merging duplicate students Merging duplicate students is a complicated procedure If you are at a regional site always coordinate merges with your state sit
10. added two sort fields to your report District Code and Last Name If District Code is listed first all the entries in your report will be sorted by district All the District A s will be together all the District B s will be together etc Then within each District Code the students will be sorted by Last Name If you sorted by Last Name first then by District Code the entries would be sorted first in alphabetical order by last name Then within each last name the Smith s for example the districts would be listed in order Moving Sort Fields Up and Down To move a sort field up or down select the field in the large white field Then press the Move Up or Move Down button The field will move up or down accordingly 60 MIS2000 User s Guide MS EdD Management Services for Education Data SQL Tab The SQL translates your Selector settings into Standard Query Language SQL The SQL tab is for display purposes only and is unnecessary for building or running reports Results Tab The Results tab is where you run print and save your report To run your report press the Run Query button To print your report results press the Print Query button To save the results of your report press the Save as Table button This will save a copy of the data as it appears in the results grid You can choose where you want to save your report Your report will be saved as ReportName db See page 70 for more information
11. before doing this tutorial NOTE Designer allows you to format your Selector report Opening your R2K and Designer Document The first step in using Designer is to select and organize the data you want included in your report You do this with Selector For this tutorial we will use the report we created in the Intermediate Selector Tutorial 1 Open Report Builder and check the Advanced box on the Report tab 2 Open SelectorTutorial R2K Press the Load From button on the Report tab in Selector Then select SelectorTutorial and press Open Your R2K will then open 3 Once you have SelectorTutorial r2k open select the Snap Setup tab 4 Press the Build Snap Table button In a few seconds you will see a table open called Report Results This table holds the data from your Selector report results Designer will need to look at the data in this table 5 On the Report Results table press the Close button Then press the Snap Designer button Now the Designer window is ready for you to work on Inserting Database Fields Notice there are three bands in Designer Header Detail and Footer In the Header section you put data that you want to appear at the top of every page In the Footer section you put data you want to appear at the bottom of every page In the Detail section you put data you want to appear in the middle of each page your report data 76 MIS2000 User s Guide MS EdD Management Services
12. button to make them bold see Designer Intermediate Tutorial to learn how to use the lasso 2 Use your alignment buttons to align any fields that may be uneven These alignment buttons make formatting your reports very easy If you don t see the Align buttons go the the View menu Toobars and select Align or Space 1 8 hal i 3 Lasso the uneven fields and press the Align Bottom button to line them up across the bottom Use the Align Top button UT to line them up across the top Hover your mouse over the alignment buttons to learn their functions Practice using them 90 MIS2000 User s Guide MS EdD Management Services for Education Data What is a Snap Report A Snap Report is a report that is saved in a list so that you can run it again and again To get to Snap Reports go to the Reports menu and select Snap Reports The MIS2000 Snap Reports window will appear Here is an example of a Snap Reports list S MIS 2000 Snap Reports Count by County Count by Grade Days Absent by District Days Absent by State Enrolliithdraw Dates then your values Enrollment Count Enrollments by Facility rT i Add Filter Remove Filter This report uses a date range Start Date End Date EFE Read the following section if you designing your own reports A Snap Report is a report that was created in Report Builder using Selector and Designer A Snap R
13. group and type itin the GroupCode field in the grid 4 Inthe Description field make up a name for your group 5 In the SPCode field type in the SP code for the first SP you want to add to the group if you need to look up an SP code you can find a list of SP codes in the Supplemental Program Code code table 6 In the Funding field type in funding code of the SP Migrant Title 1 etc 7 include more than one SP in the group click anywhere in the right grid and press the Insert button MIS2000 will give you blank fields Fill in the new blanks with the second SP Code and its funding Example I want to add two SPs to a group of students Even Start and Needs Assessment would go to Procedures Edit Codes and choose the SP Group Code table would then make up a code for my SP group A and enter it in the Group Code field Next I would make up a Description Even Start and Needs Assessment e In the SP Code fields I would enter my SP Codes 001 for Even Start and 002 for Needs Assessment MIS2000 User s Guide 51 MS EdD Management Services for Education Data e In the Funding fields I would enter the funding code for Migrant Code Table Edit Select Code Table Close sp Group Code eee Now Group consists of Even Start and Needs Assessment Now you are ready to add your Mass SPs to the students 52 MIS2000 User s Guide MS EdD Management Services for Education Data Editing the Co
14. it just click on the label field and the black handles will appear around it press the Bold button and the Underline button MIS2000 User s Guide 79 MS EdD Management Services for Education Data TTTUTM T nrollment Report Sorted by Facility and Grade Title Etudent Lasi nroll Date Bad Header Your title should look like this M NOTE Labels in the Title band are only printed on the first page of the report If you want your title to appear on every page place the title label in the Header section Enlarging DB items We need to enlarge the DB fields so that they will hold long words Remember the Design Document is a representation of what the actual report will look like The DB fields will not expand on their own to fit the words They will stay the exact size as they are on your Design Document so we need to make them bigger 1 Select the Facility DB field by clicking on it Hold your mouse over the right side of the Ps ABRAHAM LINCOLN SCHOO field and you will see a resizing arrow appear ABRAHAM LIN OLN SCHOOKp Pull the Facility field to your right until it looks big enough to hold the names of most of your facilities 2 Expand your other DB fields too Use your own judgement and make them roomy enough to hold your data You will probably need to move your labels and DB fields abound a bit To move a field just click on it and drag it ad Header ALBION ELEMENTARY SCHOOL kK BMITH
15. run both files together to give you professional looking report Technically you can run your Select and Design Documents from within Report Builder But Snap Reports is a handy way to save your Select and Design Documents together in one place so that you can easily run the report again and again without having to go into Report Builder To Add a Report to the Snap List 1 Write down the names of RTM and R2K files that will make up the Snap Report 2 Gothe Procedures menu at the top of your MIS2000 screen and select Configure Reports 3 A Configure Reports window will appear In this table are listed all of your Snap Reports Click anywhere in the Configure Reports grid and press the Insert key A blank line will appear for you to enter you new report information 4 Inthe Report Name column create a name for your report This name you enter is what you will see in your Snap Reports List 5 Inthe Report File Name column type in the name of your RTM file example DesignerTutorial RTM 6 In the R2K File Name column type in the name of your R2K file example Selector Tutorial R2K v NOTE Giving your RTM and R2K files the same name may eliminate i confusion about which RTMs and R2Ks go together For instance you could name files for an enrollment report Enroll RTM and Enroll R2K Your report will now appear in the Snap Reports List All you have to run your Snap Report is go to the Reports menu sel
16. the Add Snap Field button That field will appear in the large white field It will be added to the Add Your Own Filters window in Snap and can be used as a filter when the report is run Credit Accrual Report Comparisons Display Fields Sort Fields saL Resuts Snap Setup District DistrictCode District DistrictCode Add Snap Field Remove Snap Field DistrictName District DistrictCode was added on the Snap Setup tab and this field will now appear in the Add Your Own Filters window in Snap Reports 96 MIS2000 User s Guide MS EdD Management Services for Education Data UNDERSTANDING HELP MIS2000 User s Guide 97 MS EdD Management Services for Education Data About Table of Contents Help Table of Contents TOC Help is help in book format It is like having an MIS2000 manual right on your computer In the TOC topics are arranged into Chapters and Pages You can browse through TOC Help as you would browse through a book 1 Click on the Help menu at the top of your screen and select Contents and Index The Help window will open with the TOC already open Notice that there is an Explorer in the left panel and in the right panel there is a yellow window where help topics are displayed 2 Inthe Explorer double click on the chapter you want to open A list of pages will appear under the chapter 3 Double click on the page you wish to view and your help topic will appear on the right pane
17. to an enrollment in the School History grid For instance the Tests Panel may list a test taken on 05 01 99 This test is linked to the enrollment line of 09 01 98 06 01 99 in the School History Panel because that is the enrollment during which the test was taken If you click on a test in the Tests grid its associated SH line will be highlighted sHSeq TestCode TestDate TestForm TestLev 4 Enrolibate WithdrawDate FacilityName 8 gt 12 20 110005 12 GRAVETTE PUBLIC 20 10005 126 92 819 91 5 22 82 11 GRAVETTE PUBLIC 19 10005 5 22 92 6 23 90 6 541 10 GRAVETTE PUBLIC 19 10015 819 91 8 21 88 5 22 80 08 GRAVETTE PUBLIC 10 4 58 5 2 88 08 GRAVETTE PLIBLIC 92 58 10 3 58 08 OROVILLE ELEM SC 10 6 57 5 3 88 07 GRAVETTE 4 b b Tests grid School History Grid Adding a new Test Line 1 Press the Tests button at the bottom of your Student View screen 2 Before entering any new data you need to link your new Test line to the correct School History enrollment Highlight the line in the School History grid to which you want your new Test line to be linked 3 Press the button on the Navigator Bar above the Tests grid The white fields above the grid will become blank so that you can enter your new data 4 Enter your data then press the checkmark on the Navigator Bar to post your new data Your data will be posted to the Tests grid Updating a Test Line 1 Tochangea line in the Tests grid select the line
18. to your report Now students first and last names will appear on your report HomebaseCountry Report Comparisons Display Fields Sort Fields SAL 4 HomebaseSchool LastName Student LastName Student FirstName 2 MoveUp MiddleName ModDate x Move Down Your screen should look like this M NOTE You can also double click on a field to add it to the display list 62 MIS2000 User s Guide MS EdD Management Services for Education Data 10 Click on the Sort Fields tab Open the Student table and select Last Name 11 Press the Add Sort Field button Student LastName will now appear in the large white field Your report will now be sorted by last name HomebaseCountry HomebaseSchool HomebaseStateCode LastName m MiddleName ModDate x Report Comparisons Display Fields Sort Fieis sa gt Add Sort Field f 1 Student LastName Move Llp Move Down Your screen should look like this M NOTE You can sort on more than one field For instance you could create a report and sort it by District Code and Last Name The sort field that is listed first will be sorted first The sort field listed second will be sorted second and so on For example say that you added two sort fields to your report District Code and Last Name If District Code is listed first all the entries in your report will be sorted by district All the District A s wi
19. 0 User s Guide 5 MS EdD Management Services for Education Data Start Up Shut Down and Verify and Backup Starting MIS2000 1 Turnon your computer 2 Double click on the MIS2000 icon on your Desktop or go to MIS2000 in your Start Menu The last screen you worked on in MIS2000 will appear 3 Make sure CAPS are locked all data must be entered in capital letters Shutting down MIS2000 To close MIS2000 click on the X in the top right corner of the screen M The proper way to turn off your computer is to go to the Start Menu and select Shut Down Pressing your computer s power button without going to the Shut Down menu item can create problems Verifv and Backu The Verify and Backup procedure differs from site to site Check with your technical liaison or MIS2000 technical support to determine how your Verify and Backup is being done In some states when you close MIS200 you will be given the option to Verify and Backup your database It is recommended that you run this procedure at the end of each working day e Choosing yes will scan the database for corruption repair any corruption and create copy of your MIS2000 directory This copy a zip file will be placed at the root of your hard drive e Choosing no will close MIS2000 without doing the verify and backup e Choosing cancel allows you to remain in MIS2000 If you are not given this option when you close MIS2000 then your Verify and Backup is probab
20. 5 0 m s sts silice m WERL HE CERNI RN RUE RR RR RUNS UR RUE RAE RR RR RR nrollment Report Sorted by Facility and Grade Faciam Euderrrs Rag ABRAHAM LINCOLN SCHOOL EMITH VF Here is an example of a Design Document in the Design tab On the Preview tab you can see what your report will actually look like Facility Name Grade Student Last Student First Enroll Date FOURTEENTH STREET SCHOOL 02 MC NEAL JUDY 10 5 98 FOURTEENTH STREET SCHOOL 03 VICNAIRE JUD Y 10 5 98 FOXCROFT ACADEMY 11 DRAKE JUD Y 9 1 98 FOXCROFT ACADEMY 11 WOODBURY JUDY 9 1 98 FRANK D ROWE SCHOOL 03 ROBINSON JUDY 9 16 98 FRANK D ROWE SCHOOL 04 ROBINSON JUDY 9 21 98 Here is a section of the report on the Preview tab When working in Designer you will switch back and forth between the Design tab and the Report tab After you make a change to the Design tab you can click on the Preview tab to see how the change looks on the report MIS2000 User s Guide 73 MS EdD Management Services for Education Data Toolbars You will use the Toolbar buttons a lot when working in Designer If you hover your mouse over a toolbar button a little yellow field will appear to tell you the function of the item Go the View menu and select Toolbars You will see a list of all the available toolbars We recommend leaving the following toolbars checked Toolbars 4 v Standard Components v Ruler
21. 8 How do I find a student that s already been 40 How do I merge duplicate students 58 How do I print a COE record 19 How do I print a student Record 33 How do I start up MIS2000 6 Intermediate Designer Tutorial 86 Intermediate Selector Tutorial 66 L Lock Enrollment Window 35 MIS2000 User s Guide 107 MS EdD Management Services for Education Data M Make And OR Group Making an SP Group Mass Enroll Mass SPs Mass Withdraw Merge Duplicates MIS2000 Technical Support Moving Sort Fields MS EdD Headquarters N New COE entering Nudge buttons Preferences Menu Printing COEs Student Records Procedures Menu items Q Queue COE R R2K file Report Builder Designer Selector 108 70 52 50 52 54 51 58 105 62 106 16 17 16 74 83 12 19 33 11 12 72 78 96 60 64 66 70 74 75 76 60 MIS2000 User s Guide Snap Reports Report Tab Reports Menu Results Tab Running Snap Reports S Saving your Designer Report Saving your Selector Report School History Data entering Search Help Searching for COEs Searching for Students overview Searching the state for a group of students42 94 95 64 11 63 64 94 78 72 27 27 102 18 38 38 Searching your database for one student40 Selector Advanced Selector Tutorial Basic Selector Tutorial Intermediate Selector Tutorial Saving y
22. D s staff is happy to help you with any questions or problems you have regarding MIS2000 Telephone Support You can reach us by phone at 501 801 2500 Our Office Hours are Monday Friday 8 00 a m 5 30 p m Central Time E Mail Your Questions You can e mail us with your questions Email support msedd com MIS2000 User s Guide 103 MS EdD Management Services for Education Data Management Services for Education Data MS EdD Headquarters Management Services for Education Data MS EdD the company that produces MIS2000 is the leading provider of software and computer services for migrant educators Address Telephone Fax E Mail World Wide Web Office Hours 104 Management Services for Education Data 7540 Highway 107 Sherwood Arkansas 72120 501 801 2500 214 853 5177 Support msedd com www msedd com Monday Friday 8 00 a m to 5 00 p m Central Time MIS2000 User s Guide Index A Adding Credit Accrual data Enrollment data to a group of students Mass Enroll Filters to Snap Report Health data Labels to Report Page Numbers to Report School History data Snap Fields to your R2K SP data to a group of students Test data Title to Report Advanced Designer Tutorial Advanced Report Builder Tutorial B Batch Search Build Snap Table C Changing Grid Linking COE adding new finding printing queuing COE menu About Comparisons Tab Creatin
23. Display Fields Sort Fields saL Resutts Snap Setup US CountyCode School History EnrollDate is between 09 01 98 and 05 01 99 DaysAbs Cz DaysEnr ES DaysPres DistrictCode EnrollDate is null FacilitylD is not null Fromcity between FromCountryCode 09 01 98 FromStateCode FundingDate Ho GenDate Grade LocUploadFlag zj Remove Comparison 14 our screen should look something like this This report will now display students with enrollment in facility TNCZCV between 09 01 99 and 05 01 00 y NOTE You can use the Comparions tab to limit your report by Grade M City Enrollment Type QAD Date Res Date etc For instance you could limit your report to students with a Res Date before 09 01 00 You could look at students who have an SP Code of 102 Be creative MIS2000 User s Guide 65 MS EdD Management Services for Education Data Sorting your Select Data 1 Click on the Sort Fields tab Open the Facility table and select Facility Name 2 Press the Add Sort Field button 3 Open the School History table and select Grade Press the Add Sort Field button 4 Close the Facility table by pressing the minus sign beside Facility Open the Student table and select Last Name Press the Add Sort Field button Student l Report Comparisons Display Fields Sort Fields sa Results Snap Setup Age ARRace y i Add Sort Field i Remove Sort
24. Enrolling a group of students Mass Enroll ithdrawing a group of students Mass Wi MS EdD Management Services for Education Data 2 MIS2000 User s Guide MS EdD Management Services for Education Data INTRODUCTION Congratulations for choosing MIS2000 as your migrant education data management tool This MIS2000 system has been configured specifically to the needs of your migrant program MIS2000 allows you to store data from Certificates of Eligibility COEs education records health information as well as any additional information your program collects MIS2000 s powerful reporting tools allow you to run unlimited preinstalled reports create your own reports on the fly print copies of COEs run eligible student counts as well as federal performance reports Its unsurpassed data collection and reporting capabilities make MIS2000 the most powerful software available to migrant educators Management Services for Education Data MS EdD the company that makes MIS2000 was founded in 1995 We are located in Little Rock Arkansas See page to find out how you can contact MS EdD Don t forget about the MIS2000 Online Manual available under MIS2000 s Help menu The Online Manual provides answers right at your fingertips MIS2000 User s Guide 3 MS EdD Management Services for Education Data NOTES 4 MIS2000 User s Guide MS EdD Management Services for Education Data MIS2000 A GUIDED TOUR MIS200
25. SPs added you can add them all at once with Mass SP Adding Mass SPs 1 From Student or COE view click on the Procedures menu Then select Mass SP The Mass SP dialog field will appear 2 If you are adding just one SP to the students select the By Single SP Codes tab If you are adding a group of SPs to the students select the By SP Group Codes tab 3 Type in the Facility Code or the Facility Name and the other will fill in automatically 4 In the SP Code or SP Group field select the code you wish to add to the students Or select the name in the SP Description field The other field will fill in for you An SP Group Code is a letter that stands for a group of SPs When you choose that letter all of the SPs in the Group are added to the students For information on creating SP Groups please read on 5 Enter the funding code in the Funding Code field 6 Enter the start and end dates for the SPs in the Start and End fields Or if you want to use the student s school enrollment and withdrawal dates as the Start and End Dates just check the Use Enr and Use Withdraw fields 7 If you want to limit the enrollments to enrollments after a certain date enter the date in the Enrollments Since field 8 Press the Do Search button A list of students whose most recent enrollment is in that facility will appear in the grid 9 Place a Y or any letter in the Do field for all the students who need to have the SP s added Or c
26. Snap Setup Tab This tab is where you can modify reports to be run in Snap Reports Snap fields listed here will be available as filters in Snap Reports Also this tab allows you to prepare your Select Data for Designer MIS2000 User s Guide 61 MS EdD Management Services for Education Data Basic Selector Tutorial This tutorial will only take a few moments and will teach you how easy it is to create your own custom reports The easiest way to use this tutorial is to print it by pressing the Print button at the top of this help screen 1 Open the Report menu at the top of the MIS2000 screen then select Report Builder 2 You may want to mazimize the Selector window by pressing the square in the top right corner of the window 3 Notice that there are 7 tabs across the top of the Selector screen The first tab is the Report tab and it will be open 4 Uncheck the Advanced tab for now 5 Press the New Report button Report comparisons Display Fields Sort Fields SaL Results Snap Setup 6 From the Report tab click on All Enrollments Wait until you see the list of tables appear in the white field to the right before moving on to the step 7 7 Click on the Display Fields tab Click on the beside the Student table to open it 8 Click on Last Name to select it then press the Add Display Field button You will see Student Last Name appear in the large white field 9 Repeat step 6 to add First Name
27. You will see that line s data autofill in the white fields above the grids 2 Make your changes in the fields then press the checkmark on the Navigator Bar to post your changes The changes will be posted to the Tests grid Did you link your Test line to the wrong School History line See page 4 to find out how to change the linking MIS2000 User s Guide 31 MS EdD Management Services for Education Data Student Records In order to print Student Records you must add them to the printing queue The printing queue is a line up of records that are waiting to print The records will remain in the queue until they are cleared or printed You can print Student Records from Student View or from COE View Printing Student Records from Student View 1 Find the student record you want to print by navigating to it or searching for it 2 Go to the Reports menu then choose Queue Record 3 Repeat this process to queue as many student records as you want 4 If you wish for health data to appear on the printed records click on the Reports menu item labeled Include Health Data until you see a check beside it 5 Once you have queued all your records select Print Queued Records from the Reports menu A preview of the queued Student Records will appear on the screen You can then choose to print or cancel the queued records Printing Student Records from COE View 1 Find the COE that includes the student whose record you want to print
28. Z MELROSE CON 212199 870 98 870 98 1040 98 1242 99 11 25 25 ARLRVVY DANYILLE PUB 2 297 2 2 97 9 9 89 ARBBBM ROGERS PLIBL Created 4 29 99 2 55 56 PM 4 14 Schoo History Tests Health Supplemental Credit Accrual Parent The top panel Personal Data gives you basic information about the student Ron Pennel The middle panel gives you detailed information about Ron Pennel The information you see here is his School History information The bottom panel has buttons that allow you to change the middle section Notice that the School History button is italicized because that is the currently selected button If you pressed the Tests button Ron s test data would appear in the middle panel MIS2000 User s Guide 7 MS EdD Management Services for Education Data COE View na Bm 3 pe fees e pom oso fel poes d die A sf poos Ros Es RON 1040498 DANVILLE The top panel COE Data gives you basic information about the COE The middle panel gives you detailed information about the COE Here you see the COE s Children data The bottom panel has buttons that allow you to change the detail section Notice that the Children button is italicized because that is the currently selected button If you pressed the Family button the middle panel would display the COEs Family information See page l5 to learn how to enter COEs Navigators Navigator bars
29. a test Report Builder will make it easy for you Report Builder is made up of three parts Selector Designer and Snap Reports e Selector allows you to choose the student or COE data that you want included in your report e Designer allows you to format your Select data and make you report look polished and professional e Snap Reports allows you to quickly run reports that have already been created The best way to learn how to use Report Builder is to read the Selector Guided Tour then work through the Selector and Designer Tutorials See page begin guided tour of Selector the basis of all your reports After you have read the Selector Guided Tour work though the Selector Tutorials starting on pagel 6D 58 MIS2000 User s Guide MS EdD Management Services for Education Data Selector An Overview Report Tab This tab gives you a list of the Report Types you can base your report on For example you can base your report on all enrollments in your database or on the most recent enrollment for each student You can base your report on the facility information in your database or on COE information Reports with count in parentheses are reports that give you a count rather than a list For example if you choose All Enrollments the report will generate a list of all the enrollments in your database If you choose All Enrollments Student Count you will be given a count of students appearing on the report
30. ade Facility Name ABRAHAM LINCOLN SCHOOL Grade Student Last Student First Enroll Date 8 8 6 6 4 02 JUDY 9 2 98 02 LIVINGSTONE JUDY 9 1 98 02 SMITH JUD Y 9 1 98 K LIVINGSTONE JUDY 9 1 98 K NICHOLSON JUDY 9 1 98 P4 LIVINGSTONE JUDY 9 1 98 Facility Name ACADEMY HILL SCHOOL Grade Student Last StudentFirst EnrollDate Age 03 MORIN JUDY 9 2 98 9 03 PILLSBURY JUD Y 9 2 98 9 Your report should look something like this Saving Your Intermediate Design Document Let s save the work we just did on our Design Document Go to the File menu and select Save As Enter the name IntermediateDesigner in the file name box Press OK You will now two RTMs DesignerTutorial rtm and IntermediateDesigner rtm MIS2000 User s Guide 87 MS EdD Management Services for Education Data Neat Designer Trick If you need to move several DB fields or labels around on your Design Document you dont have to move them one by one You can lasso them and move a whole group of fields at once Click anywhere above and to the right of the items you want to move Drag your mouse down and to the left and you will see a field of dotted lines moving with your mouse It s like a lasso Student Firs EnrolDatd Let go of your mouse and you will see that all the lassoed items have gray handles on them You can now click on the entire group of fields and you move them all at once Exercise Lasso the Grade
31. all three of those words The topic How do I print a Student Record was selected and that topic popped up in the yellow field Familiarize yourself with these buttons on the Help window Bak Pi To go back to the last Help topic you looked at click on Back To print the Help topic press the Print button Use the Browse arrow buttons to move back and forth between topics in the selected chapter 100 MIS2000 User s Guide MS EdD Management Services for Education Data CONTACTING MS EDD MIS2000 User s Guide 101 MS EdD Management Services for Education Data Feedback on the MIS2000 Manual We want our manual to be comprehensive and easy to understand Is there anything we forgot to add to the manual Do you have any suggestions that would make the manual more helpful to other users If you have any suggestions or comments about the MIS2000 manual please contact Emily Pennel at support msedd com or at 501 801 2500 102 MIS2000 User s Guide MS EdD Management Services for Education Data MIS2000 Technical Support At MS EdD we are working hard to provide you with software that is user friendly Additionally we try to provide superior on line help to provide you with the answers you need To familiarize yourself with how MIS2000 s Help system works read through the chapter called Understanding Help If you cannot find the answer you need in MIS2000 s manual please contact us MS Ed
32. ant a list of students who live in either district 123 OR district 456 The following tutorial shows you how to create or groups In this tutorial we will not create an entire report just the and or part 1 Press the New Reports button on the Report tab 2 Select All Enrollments from the Report tab 3 Click on the Comparison tab 4 Open the School History table and click on Grade 5 Click on the white circle beside the 6 Inthe top white field type 8 Press the Add Comparison button 7 Inthe top white field delete the 08 and enter 12 Press the Add Comparison button Credit Accrual H E District E Facility FH Family LegalFamily Race Code School History Report Comparisons Display Fields Sort Fields saL Resutts Snap Setup School History Grade 08 School History Grade 12 Your screen should look like this 8 Now select both comparisons To select two things at once click on the first item Then hold down on the Control key and click on the second one 9 Once you have both items selected press the Make OR Group button 68 MIS2000 User s Guide MS EdD Management Services for Education Data a MIS 2000 Report Builder Oy x Credit Accrual Report Comparisons Display Fields Sort Fields S L Results Snap Setup District Facility Family LegalFamily Race Code School History L Cou
33. aper COEs into a stack and then begin your editing You can essentially do this with the Student List function For example you may have twenty students from different facilities to whom you need to add Enrollment data Rather than searching for those students one at a time you can create a list of those twenty names Then you could scroll though the students from the list and edit their records without having to do individual searches You could also send the list of twenty students to the printing queue to be printed 1 Open the Student Search window by pressing the Student Search button in Student View 2 Search your database for the first student you want to add to the list 3 When the child is found on your database select the child and press the Add to List button 4 Follow steps 2 3 to add the rest of the students to the list 5 Select the Student List tab e Press the Use the List button if you wish to scroll through the students on your list e Press the Queue All button to send the list to the printing queue e Press the Clear button to clear the list NOTE You can add students to the Student List from the Key Data tab or the District Facility tab 42 MIS2000 User s Guide MS EdD Management Services for Education Data Using the District Facility feature The District Facility function allows you to search your database by district or facility You can then view students from your search or you can add the st
34. are mouse activated You can use them to move through your database They enable you to add update or delete records tlale nd 7071 8 MIS2000 User s Guide MS EdD Management Services for Education Data Navigator Bar Notice that when your let your mouse hover over a navigator button the function of the button is listed in the bottom left corner of your screen 10 689 10 6 89 10 9 89 5 318 10 6 89 10 6 89 reated 10 25 90 10 6 89 School History Tests Health Moves to the next enrollment for the current student When your mouse hovers over the right arrow button on the Navigator Bar the message Moves to the next enrollment for the current student appears in the bottom left corner of your screen Hotkeys If a button has a character that is underlined you can hold down on your Alt key and the underlined letter to press the button These underlined letters are called hotkeys School History Tests Health You can hold down the Alt key and the letter T to press the Tests button or Alt and the letter H to press the School History button Shortcuts To the right of some pull down menu items are shortcuts You can select the menu item by holding down the control key and the letter indicated on the shortcut Queue Record Ctri Q Print Queued Records To queue a record you can hold down your Control key and the letter Control Tab will toggle you between Student Vi
35. checkmark in the Navigator Bar to save your changes Check the Lock Enrollment Window field Your line should now be linked to the correct School History line 34 MIS2000 User s Guide MS EdD Management Services for Education Data NOTES MIS2000 User s Guide 35 MS EdD Management Services for Education Data SEARCHING FOR STUDENTS 36 MIS2000 User s Guide MS EdD Management Services for Education Data Understanding the Student Search Window Student Search Key Data DistrictFaciity SL Student List Batch Search Locator Last Name First Name Middle Student ID Exclusive Do Search For Child GARCIA Select Child Birthdate Birth City COE ID Exclusive Add To List a few Grid Male Parent Female Parent Last Name First Name Last Name First Name Search Remote Downoad Student StudentiD ID Dos Birth City Father Last AR12 3948 ARBBFJ 9 18 92 ALBUQUERQUE GARCIA 63160519 71389 SANTA MARIA Whenever you want to look for a student in the database this is the Search Window you will use You can get to the Student Search window in Student View by pressing the Search Student button You can get to the Student Search window in COE View by pressing the New Enrollment button on the Children panel There are 6 tabs across the top of the Student Search window Key Data tab allows you to search your own database or the state database for one student at a time District Fa
36. cility tab allows you to search your database by District or Facility SQL tab allows you to search using Standard Query Language SQL This tab is for MD EdD staff Student List tab allows you to create a list of students that you can the scroll through or queue for printing This is a time saving feature that is helpful if you need to add data to a group of students but don t want to do an individual search for each one It is also a faster way to send a group of student records to the printing queue Batch Search tab allows you to search your state database for a group of students Locator tab allows you to search the MIS2000 National Locator for students If you would like for your state to become part of the MIS2000 National Locator please contact MS EdD How do I search my own database for a student See page 38 to learn how How do I search the state database for a student See page Bg to learn how How do I search the state database for a group of students See page 40 to learn how MIS2000 User s Guide 37 MS EdD Management Services for Education Data Searching Your Database for One Student M If you have the Student ID of the Student you re looking for the quickest way to access that student is to type the ID number in the Student ID field at the top left of your screen and press Return Or you can search with the following steps 1 From Student View press the Search Student button 2 Onthe Key Data tab fi
37. crual Panel shows you the secondary school credits a student has accumulated toward his her graduation requirements Notice that there are two grids in the Credit Accrual Panel the Credit Accrual grid and the School History grid Each line in the Credit Accrual grid is linked to an enrollment in the School History grid For instance the Credit Accrual Panel may list a credit earned on 05 01 99 This credit is linked to the enrollment line of 09 01 98 06 01 99 in the School History Panel because that is the enrollment during which the credit was earned If you click on a credit in the Credit Accrual grid its associated SH line will be highlighted 3 JASPER PUBLIC SC 5 12 SEM FALL 92 8 26 91 5 29 92 11 JASPER PUBLIC SCH ENGLISH II 12 SEM FALL 92 6 27 90 5 31 91 10 JASPER PUBLIC SCt FINE ARTS 12 SEM FALL 92 6 26 89 5 31 90 08 JASPER PUBLIC SCt GEOMETRY 12 SEM FALL 92 8 29 98 6 2 89 08 JASPER PUBLIC SCt WILDLIFE MGNT 12 SEM FALL 92 8 31 87 5 3 88 07 JASPER PUBLIC SCt ki 4 rf ia Credit Accrual grid School History Grid Adding a new Credit Accrual Line 1 Find the student who needs the new line Press the Credit Accrual button at the bottom of the screen 2 Before entering any new data you need to link your new Credit Accrual line to the correct School History enrollment Select the line in the School History grid to which you want your new Credit Accrual line to be linked 3 Press the button o
38. e Please contact MIS2000 support if you need assistance with merging duplicate students We are working on this process to make it easier The following is a step by step checklist for merging a list of duplicate students 56 Make a two column list of the Student IDs to be merged Each duplicate student will have two different Student IDs Give this list to each regional site At each regional site if they have either record in a pair they must download both records in the pair Use the Student Search panel to download records After each regional site has completed their downloads the state site may then merge all the pairs on the list After completing the merges visit each merged record and delete any duplicate lines Do any clean up that is appropriate Now each regional site must merge each pair they downloaded in step 3 Now each regional site must download their students again just like they did in step 3 except this time it is only necessary to download one ID in each pair since the pairs have been merged MIS2000 User s Guide MS EdD Management Services for Education Data REPORT BUILDER MIS2000 User s Guide 57 MS EdD Management Services for Education Data What is Report Builder Report Builder is a tool which allows users to create their own reports in MIS2000 If you need to know how many students are enrolled in a particular school or the names of students who scored a particular grade on
39. e done press the Close button To delete an entry in a code table Select the entry you wish to delete Hold down on the Control key and hit the Delete key To find a particular entry in a code table 1 Click on the Select Code Table drop down button and scroll down the displayed list Select the code table you want by clicking on it 2 Type in the name of the entry you are looking for in the white field next to the word Key Press the Find button 3 Thetable will now jump to the field you have specified MIS2000 User s Guide 53 54 MS EdD Management Services for Education Data v NOTE Some Code tables have several indexes from which you may N choose For example your Facility table may offer you indexes that sort the list by name and by district Choose the index you wish to use by clicking on the Select Index List Button MIS2000 User s Guide MS EdD Management Services for Education Data Checking for duplicate students No student should have more than one record in your state although students can appear on more than one COE The following procedure will help you determine which students in your database may have duplicate records MIS200 can only guess at this It is up to you to investigate the potentially duplicated students to determine if they really are duplicates or if they are just students with similar information 1 Go to the Reports menu at the top of your screen Select Potential Duplicate
40. ect Grade You will see a grade appear in your DB Text field Press the Preview tab You will now see a list of grades next to the facility names percentage in the percentage field and pressing Return You can scroll NOTE You can enlarge the size of your preview page by entering a through the pages of the report by pressing the arrow keys 6 Add four more DB Text fields Designate them as Last Name First Name Enroll Date and Age whenever you select birthdate as a field in Selector it will automatically calculate the age for you Select the Preview tab and you will see that all five fields are now being displayed on your report Header ABRAHAM LINCOLN SCHOOL 22 Detail Your Design tab should look something like this v NOTE To edit a DB Text field in your Design tab click your mouse on it You will see black handles appear around the field You can then go up to the white field and change the DB field Whichever DB Text field has the handles around it is the currently selected field Adding Labels Now we need to add labels to these DB fields so the reader of the report will know what the data on your report is for example the reader may not know whether the names listed are the names of teachers parents or students To add a label to your Design Document 78 Press the Label button Click your mouse in the Header tab over Facility DB field A field with ha
41. ect Snap Reports select the report in the Snap Report List and press the Run Report button 94 MIS2000 User s Guide MS EdD Management Services for Education Data Advanced Snap Features Using Variable Start and End Dates This is an Advanced Report Builder topic and will be best understood by people with experience in using Selector and in adding reports to Snap Let s say that you created a Snap Report that you plan to run once a month or once a year But each time you run the report you want to use a different date range For instance your could have a Snap Enrollment Report and you want to enter different enrollment dates each time you run it You could go into your R2K file and change the dates each time you run the report but that would be time consuming Instead you can design your report with variable report dates Then Snap will allow you to enter your dates right on the Snap Reports window and you ll never have to go back into your R2K file to change dates This report uses a date range Start Date End Date Here is where you enter your variable dates on the Snap Reports window Tutorial Adding Variable Start and End Dates to your R2K 1 Open Report Builder 2 Select Enrollments then go to the Comparisons tab 3 Open the School History table and select the Enroll Date field 4 Select the between comparison 5 Inthe top white field enter startdate 6 Inthe bottom white fie
42. elete 4 In addition to your Facility Group header and footer you will now see two new bands added to the Design tab Group Header Grade and Group Footer Grade The report will be grouped first on Facility Then within each facility group there will be a grade group MIS2000 User s Guide 89 MS EdD Management Services for Education Data 5 We want to put the Grade label and Grade DB field in the Group Header Grade band so that those fields will appear at the top of each grade group We must first make some space in the Grade Header to put the label and DB field Hold your mouse over the words Group Header Grade and you will see a double arrow Pull the arrow downward and white space will appear 6 Click on the Grade label and drag it into the Group Header Grade band Then drag the Grade DB field into the Group Header Grade band Now these two fields will be listed at the top of each Grade Group on your report Click on the Preview tab to see how your report looks now 7 Our report would look better if the other labels were in the Group Header Grade band too Drag the other labels into the Group Header band next to the Grade fields Header ALBERT S HALL SCHOOL Group Header O FacilityN ame Student Last Student First nrolDatd Group Header 1 Grade Your report should look like this Formatting your Report 1 Use your lasso to highlight the Grade DB field and Grade label Press the B
43. eport is a combination of your Select Settings R2K file and your Design Document RTM file You select your data with Selector polish your report format with Designer then use Snap Reports to run both files together to give you a professional looking report Technically you can run your Select and Design Documents from within Report Builder But Snap Reports is a handy way to save your Select and Design Documents together in one place so that you can easily run the report again and again without having to go into Report Builder MIS2000 User s Guide 91 MS EdD Management Services for Education Data Running Snap Reports To run a Snap Report 1 Highlight the name of the report you wish to run 2 With some reports you have the option to put filters on your report Add filters if desired 3 Press the Run Report button Your report will then run and display your results Using Snap Report Filters Select Report l Days Absent by District 4 3 Run Report Add Your Own Filters Pick a field then a comparison then your values Facility DistrictCode fi 00 is null Add Filter Remove Filter 797777170709 between Facility DistrictCode 100 This report uses a date range Start Date End Date 03 01 38 05 01 38 In this example 1 The report Days Absent by District was selected 2 Inthe Add Your Own Filters field there was the option of adding a filter t
44. er s Guide 27 MS EdD Management Services for Education Data Special Ed Panel For each enrollment in your School History grid you can add Special Education information if necessary Adding Special Ed data to a School History line 1 Find the student who needs the Special Ed data Press the Special Ed button at the bottom of the screen 2 You will see a grid partially filled with School History Data Select the School History line to which you want to add Special Ed data Sp ecial Education Created 8 9 93 Modified 3 1 99 4 11 07 Contact Name Contact Title kevin SMITH Address City State Zip fi LIBERTY SQUARE new BRITAIN c 06051 0000 Telephone Fax IEP Available Date 555 5555 UG CTDSMG NEW BRITAIN HIGH B UG CTDSMG NEW BRITAIN HIGH 06 CHAMBERLAIN SCHOOL CHAMBERLAIN SCHOOL UG CTRBBP CHAMBERLAIN SCHOOL X gt Special Ed Data School History Data 3 Enter your Special Ed data in the white fields above the grid MIS2000 will save your data for you The next time you pull up the Special Ed Panel the data you entered will display when you select the School History line Updating Special Ed Data 1 Select the School History line to which your Special Ed data is connected The Special Ed data will autofill in the white fields above the grid 2 Edit the data MIS2000 will save your changes for you The next time you pull up the Special Ed Panel your cha
45. er s Guide MS EdD Management Services for Education Data To save your Select Settings 1 Press the Save As button on the Report tab The Save Report window will open 2 Enter the name SelectorTutorial in the File Name field 3 Look at the Save In box to see where you are saving the file MIS2000 should automatically open the MIS2000 folder which is right under your C drive it may be right under another drive We recommend saving your reports in your MIS2000 folder 4 Press the Save button Your Select Settings will be saved as an R2K file M NOTE You can reload your R2K file at any time Press the Load From button on the Report tab When the Open Report window pops up select the name of the R2K you want to open and press the Open button Your R2K will open and you can then run or edit it Congratulations You have now completed an intermediate report Reporting is getting easier isn t it Exercise Create a report that displays female students with an enroll date between two dates hint you will need to make two comparisons Display student Last Name and First Name family Last Name 1 and First Name 1 or any parent name field and Facility Name Sort the students last names alphabetically MIS2000 User s Guide 67 MS EdD Management Services for Education Data Advanced Selector Tutorial Using And Or Groups Sometimes it is helpful to make and or groups in Selector For example you may w
46. ew and COE View Shift Tab will backspace you to the previous field so that you dont have to reach for your mouse during data entry MIS2000 User s Guide 9 MS EdD Management Services for Education Data Pull Down Menus Procedures Menu Mass Enroll allows you to enroll students on a by facility basis Mass Withdraw allows you to withdraw students on a by facility basis Edit Codes allows you to edit the contents of your drop down fields such as district facility etc Configure Reports allows you to install your own reports in Snap Reports Upload Changes sends your latest data to the state server Check for Upgrades allows you to connect to the state computer to see if there are any upgrades to your MIS2000 system such as new version of MIS2000 an updated Online Manual or a new report Merge Duplicates merges duplicate students Reports Menu Snap Reports The Snap Reports window allows you to choose a report from your Snap Reports list select appropriate filters if necessary and run the report Report Builder Report Builder is your tool for creating your own reports Potential Duplicate Students This procedure allows you to check your database for students who may have two or more records in the system Queue Record Pressing the Queue Record button puts the current student s record into the print queue Print Queued Records creates a screen preview of all records in the queue You can then choose to print the rec
47. field enter DesignerTutorial Your report will be saved as an RTM report It is a good idea to save your rtm files in the MIS2000 folder Congratulations You have now designed a professional looking report in Designer Press the Preview tab to see how your finished report looks It should look something like this except all your first names won t be the same 82 MIS2000 User s Guide MS EdD Management Services for Education Data Enrollment Report Sorted by Facility and Grade Facility Name Grade Student Last Student First Enroll Date CASCADE BROOK SCHOOL 05 MURPHY JUDY 9 2 98 CASCADE BROOK SCHOOL 05 PHELPS JUDY 9 198 CASCADE BROOK SCHOOL 05 POOLER JUDY 9 2 98 CASCADE BROOK SCHOOL D6 JOHNSON JUDY 9 1 98 CASCADE BROOK SCHOOL 06 MURPHY JUDY 9 2 98 CASCADE BROOK SCHOOL 06 PHELPS JUDY 9 2 08 CATHEDRAL SCHOOL 01 LE JUD Y 9 3 98 CATHEDRAL SCHOOL 04 NGUYEN JUD Y 9 3 98 CATHERINE MCAULEY HIGH SCHOO 10 O DONNELL JUDY 9 3 98 CAVE HILL SCHOOL 01 FOLMER JUDY 9 2 98 CAVE HILL SCHOOL 02 CARNEY JUD Y 9 2 98 CAVE HILL SCHOOL 02 HELLUM JUDY 9 2 08 CAVE HILL SCHOOL 02 MC DONALD JUD Y 9 2 98 CAVE HILL SCHOOL 02 YOUNG JUD Y 9 2 98 MIS2000 User s Guide 83 MS EdD Management Services for Education Data Intermediate Designer Tutorial Adding One Group In order to do this tutorial you must have completed the Intermediate Selector Tutorial In many reports you will want to create groups You may want a report that has students grouped by scho
48. for Education Data 1 To add a database field to your report press the DB Database text button at the top of your screen Then click your mouse in the Detail band You will see a field with handles on it Place the DB field to the far left of your Detail band and at the top of the Detail band Header Detail 2 Now you need to choose what data to put in this DB field At the top of your screen there are four white fields Click on the arrow in the second field This drop down field contains all the database fields you chose in Selector Highlight Facility Name The name of the first school listed in your Selector report will appear in the DB field Desian Preview I Snap Jl FacilityName gt INSEE lke 2 TT BirthD ate u EnrollD ate FacilituN ame FirstName Grade LastName Header ABRAHAM LINCOLN SCHOO Detail 3 Press the Preview tab and you will see how you report looks so far You should see a list of Facility Names all the way down the page Now you should have a beginning understanding of how Designer works Wherever you put the DB field on the Design tab is where the actual data will be listed on the report MIS2000 User s Guide 77 MS EdD Management Services for Education Data Let s add the rest of our database fields Following steps 1 2 pick up another DB text field and put it beside the Facility Name item Then click in the drop down field and sel
49. g Reports Credit Accrual Data MIS2000 User s Guide 80 81 16 84 23 98 26 78 42 91 35 17 16 18 19 19 12 12 61 60 23 MS EdD Management Services for Education Data 105 MS EdD Management Services for Education Data Entering D DB Calc button DB Text button Designer Advanced Designer Tutorial Basic Designer Tutorial Designer Overview Intermediate Designer Tutorial Display Fields Tab District Facility feature Download Student Duplicate Students E Edit Codes Editing the Contents of drop down lists Editing Codes E Mailing MS EdD Entering COEs Entering Student Data F Family Panel Filter Fields Find COEs Find Students G Go Menu 106 23 74 74 60 91 78 86 62 45 42 58 55 105 16 22 25 98 18 38 13 MIS2000 User s Guide MS EdD Management Services for Education Data H Health Data 26 Entering 26 How do I change the contents of my drop down 115187 55 How do I check for duplicate students 57 How do I do a Mass Enroll 50 How do I do a Mass Withdraw 51 How do I enter a new COE 16 How do enter Credit Accrual Data 23 How do I enter Family data 25 How do I enter Health data 26 How do I enter School History data 27 How do I enter Supplemental Program data 30 How do I enter Test data 32 How do I find a COE that s already been entered sse 1
50. he View Menu select Toolbars and select Nudge Gradd Student Last Student First MIS2000 User s Guide 81 MS EdD Management Services for Education Data You can see that these three labels are not lined up evenly To even them up you could select the Student First label then press the Nudge Down button Nudge Down The label will move downward You can keep nudging the label until it is where you want it Adding Page Numbers and Print Date To finish touching up our report let s add page numbers and the print date to the Footer of our report Remember data listed in the Footer will appear at the bottom of every page 1 Click on the System Variable button on the toolbar Then put your mouse to the top left of your Footer section and click You will see a System Variable field appear 2 Click in the drop down field to the top left of your screen and select Date Today s date will appear in the system variable field 3 Pick up another System Variable field and put to the far right of the footer Then go to the drop down field and select Page No 4 Finally lets make a label for the print date field Click on the Label button and put a label in front of the print date field Go to the drop down field and type in Print Date Footer Your Footer should look like this Saving your Designer Layout Go to the File menu and press the Save As button A Save As table will open In the File Name
51. heck the Do All box to add the SP s to all the students listed 10 Press the Add SPs button MIS2000 will display a printable report showing the students who had SPs added and the students whose records were ignored What if the SP Group you want to add is not included in the drop down list in your By SP Group Codes tab Then you will need to create the SP Group yourself Here s how 50 MIS2000 User s Guide MS EdD Management Services for Education Data Defining your SP Grou NOTE If you are going to create your own Mass SP Codes you should h coordinate this with the state site so that everyone has the correce codes The first thing you have to do is tell MIS2000 which SPs you want to add to the students For example let s say that you want to add Even Start and Needs Assessment to a group of students You will tell MIS2000 that you are making an SP Group consisting of Even Start and Needs Assessment and that you are calling this group Group A Once you have defined your group you dont have to do it again MIS2000 will always know that Group A consists of Even Start and Needs Assessment You define your SP groups with the Edit Codes dialog If you do not have a basic understanding of Edit Codes see page 3 learn more 1 Goto the Procedures menu and choose Edit Codes 2 In the Select Code Table field select the SP Group Code code table 3 Make up a one character code it can be a letter or numeral for your
52. ion Data Health Panel The Health Panel holds data about the student s health history The Health panels for most states contain several different charts Each chart has a tab at the bottom of the Health Panel To view the data located on another tab click on it and that chart will appear Measles VarivaxiChicken Pox Tests Vitals Medical Alert A School Specific This Health Panel has four charts Tests Vitals Medical Alert and School Specific Entering and Updating Health Data 1 2 3 4 Find the student who needs the Health data Press the Health button at the bottom of the screen Select the tab for the chart on which you want to enter data Enter your data MIS2000 will save your changes for you MIS2000 User s Guide 25 MS EdD Management Services for Education Data School History Panel The School History Panel holds information about students school enrollments The School History panel is connected to other panels that your state may have such as the Tests panel Supplemental Programs panel and Credit Accrual Panel School Name School ID Termination Term Date NEVY BRITAIN HIGH croswe Jeno OF ELIGIBILITY z sss Enrolment Date Withdrawal Date Enrollment Type Grade Spec Code 1 Spec Code 2 Spec Code Date noss gt QAD Res Date Days Enr Days Prs 0 Days abs Sch Yr Inter si prse prse On Track Teacher Name Language of Instr
53. l File Edit Bookmark Options Help Welcome After all available data is entered on the 52000 Guided Tour COE Family screen press the Children Getting Started with and Stu Button ig adii Fus EPIIT AD Working with COEs Adding children to a COE 2 You will add children to the COE one at a 12 Entering a new COE time For each new child press the New 12 Finding a COE that s alea Enrollment button This will 12 Using the Navigator Bars ir automatically bring up the Student 12 What is an 52000 Search panel Searching for students 9 Working with Student Data before adding them to a COE decreases the possibility of ending up with duplicate Help Explorer The Help topic you selected is displayed here 4 Tolook at another topic simply double click on the topic in the Explorer panel It will then appear in the panel to your right 5 Familiarize yourself with these buttons on the Help window Bak Pi To go back to the last Help topic you looked at click on Back To print the Help topic press the Print button Use the Browse buttons to move back and forth between topics in the selected chapter 98 MIS2000 User s Guide MS EdD Management Services for Education Data About Index Help Your online manual has an index similar to an index in the back of a book 1 Click on the Help menu at the top of your screen and se
54. ld enter enddate 7 Press the Add Comparison button If you then completed this report and loaded it into Snap Reports your Snap Reports window would allow you to enter a date range each time you ran the report See page 94 to learn how to load a report into Snap reports MIS2000 User s Guide 95 MS EdD Management Services for Education Data Adding Filter Fields to a Snap Report This is an Advanced Report Builder topic and will be best understood by people with experience in using Selector and in adding reports to Snap SUMMER ENROLLMENT LIST 3 Report Add Your Own Filters Pick a field then a comparison then your values District DistrictCode District RegionCode Add Filter A between Remove Filter Notice that this report has two fields entered in the Add Your Own Filters field District DistrictCode and District RegionCode The person who runs this report could use either of these fields to limit the data shown on the report They could limit their report to students only in District 100 or to students only in Region 2 see page 92 to learn more about using Snap filters Here s how you add fields to the Add Your Own Filters window 1 Open Report Builder and select All Enrollments or any Report Type 2 Press the Snap Setup tab 3 Open the table that contains the field you want to put in the Add Your Own Filters window 4 Highlight the field and press
55. lect Contents and Index 2 When the Help window pops up select the Index tab 3 Type in the first few letters of the topic youre looking for and the index will shift accordingly 4 You can browse through the Index by clicking on the up and down arrows on the right side of the Index 5 Select the topic you want to view The Help topic will open and you will see a screen similar to this File Edit Bookmark Options Help What s the difference between Student Data and a Student Record Student Data is the information you difference between Student Data and Student Record see about students in Student View entering new Student Data When you enter information in finding previously entered Student Data Student View you are entering Student Record Student Data You cannot print difference between Student Record and Student Data Student Data directly from the how do print Student View screen Student View A Student Record is a report about a particular student that is designed In this example the word student was typed in the white field The index shifted to the word student in the index The topic Student difference between Student Data and a Student Record was selected and that topic popped up in the yellow field Familiarize yourself with these buttons on the Help window Bak Pi To go back to the last Help topic you looked at click on Back To print the Help topic press the Prin
56. ll be together all the District B s will be together etc Then within each District Code the students will be sorted by Last Name 12 Press the Results tab then press Run Query This report shows you the names in alphabetical order of all the enrollments in your database Congratulations you have just created a report See how easy it is Exercise Based on the above steps create an Enrollments report that displays Sex Race and Last Name Sort your report by Race MIS2000 User s Guide 63 MS EdD Management Services for Education Data Intermediate Selector Tutorial Now let s create an enrollment report in Selector This may look like a lot of steps but it s really quite easy and fast This tutorial should take no longer than 10 or 15 minutes Choosing the Type of Report you want to Create 1 Open the Report menu at the top of the MIS2000 screen then select Report Builder 2 Press the New Report button 3 the Report tab click on All Enrollments Wait until you see the list of tables appear in the white field to the right before moving on to the next step Choosing the Fields you want to Display 1 Click on the Display Fields tab Click on the beside the Student table to open it 2 Click on Last Name to select it then press the Add Display Field button You will see Student Last Name appear in the large white field 3 Use steps 2 and 3 to add First Name Birthdate and Student Seq
57. ll in 9 Once you have entered the data press the Update Record button a few states dont have this button The child s enrollment data will be added to the School History grid 10 If you have another child to enter press the New Enrollment button again and follow steps 5 0 to add the child to the COE 11 Once you have entered the last child on the COE press the on the top Navigator bar to start a new COE Or if you are finished you can close MIS2000 Your new COE will be saved automatically v NOTE When you add a new student to a COE that student s he information such as name birthdate and enrollment data is copied over into Student View as Student Data To look at that Student Data in Student View highlight the child in the COE children grid Open the Go menu and select To Student You will then see the Student Data that was copied when you added the new child to the COE When you add a previously existing child to a COE the new enrollment data you gave the child will also be added to the child s Student Data panel 16 MIS2000 User s Guide MS EdD Management Services for Education Data Searching for COEs 1 In COE view click the Search button in the top left corner of the screen 2 The Find COE window will appear Enter your data v NOTE It is sometimes best to enter less information rather than more he The more data you enter the more likely you are to make a typo Also the data you enter mu
58. ll in your data and press the Do Search for Child button to search your database M NOTE It 15 sometimes best to enter less information rather than more The more data you enter the more likely you are to make a typo Also the data you enter must match exactly the data in the database If the original data entry person made a typo your match wouldn t be found 3 When your search is completed the results will display in the grid If the student you are looking for is listed select the desired student in the grid and press the Select Child button See page Bo to learn how to search the state database 38 MIS2000 User s Guide MS EdD Management Services for Education Data Searching the State for One Student 1 Press the Student Search button in Student View 2 On the Key Data tab fill in the data for the student you are looking for Remember it is better to enter less data than more for the chance of typos increases the more data you enter 3 Press the Search Remote button 4 If found on the state database the student s data will appear in the grid 5 Select the student and press the Download Student button 6 Once the student has been downloaded to your database press the Do Search for Child button to find that child on your database 7 Press the Select Child button to view that student s data See page learn how to search the state for a group of students at once MIS2000 User s Guide 39 MS EdD
59. ly being done at night In this case it is important to leave your computer on when you go home for the day M NOTE Running a Verify and Backup does not guarantee that your database is safe For instance if your hard drive crashes both the zipped copy and the original database may be lost Check with your office s computer technician liaison to find out other ways to protect your database from loss or corruption 6 MIS2000 User s Guide MS EdD Management Services for Education Data The Basics Views of Your Database The first thing to learn about MIS2000 is that there are two views onto your database the Student View and the COE view e COE View you enter the data from your COEs e In Student View you enter data Student Data as School History Health Tests and Supplemental Programs data Student View Record Procedures Reports Preferences Go View Help Personal Data Last Name First Name Middle Name Search PENNEL JRON LEE Fo eal a MF Birthdate Age Race AR Race District peus fie B ss udent IDs Jaro s7841 4 1 1 School History School Name School ID MELROSE ELEMENTAR NMBPON Enrollment Date Withdrawal Date Type Grade Days Enr Days Prs Type Date fi 22 98 sismo Termination a From City State Country To School District Residence Date fin imm 0 98 0 98 BEI Funding Date 5 70 98 eh 0 98 89 89 12 98 s 2 90 90 FLBHB
60. n the Navigator Bar above the Credit Accrual grid The white fields above the grid will become blank so that you can enter your new data 4 When you have entered your data press the checkmark on the Navigator Bar to post your new data Your data will then be added to the Credit Accrual grid Updating a Credit Accrual Line 1 To change a line in the Credit Accrual grid select the line You will see that line s data autofill in the white fields above the grid 2 Make your changes in the fields then press the checkmark on the Navigator Bar to post your changes The changes will be posted to the Credit Accrual grid 22 MIS2000 User s Guide MS EdD Management Services for Education Data Did you link your Credit Accrual line to the wrong School History line See page find out how to change the linking MIS2000 User s Guide 23 MS EdD Management Services for Education Data Family Parent Panel The Family Parent Panel holds information about the student s family The data you see in the Family Parent Panel has been copied over from the student s COE The Family Parent Panel is useful because it allows you to record current family information without changing the COE For instance a child s father may have relinquished custody of the child to the mother You want to record this change but you don t want to change the original COE So you just record the change on the child s Family Panel and the COE remains u
61. nchanged Changing Family Parent Data for One Child on a COE 1 In Student View find the child whose Family Parent Panel data you want to change When you find the child press the Family Parent button at the bottom of the screen 2 Press the Set button The Family Search screen will appear A To change the child s Family Parent data to a family that is already in the database e Enter the new mother or father s name in the white fields Press the Do Search button When MIS2000 finds the family it will list the family in the grid e Select the family in the grid and press the Select Family button That family will now be displayed in the child s Family Panel The child s COE will not be changed B To change the child s Family Parent data to a new family that is not in the database e Press the New Family button MIS2000 will give you blank fields in which to enter your new family data The child s COE will not be changed Changing Family Parent Data for All the Children on the COE 1 In Student View find one of the children whose Family Parent data you want to change When you find the child press the Family Parent button at the bottom of the screen 2 Make your changes in the white fields These changes will be applied to the Family Panels of all the children on that child s COE The COE itself will not be changed just the children s Family Panels 24 MIS2000 User s Guide MS EdD Management Services for Educat
62. nd open the document we created in the Basic Designer Tutorial DesignerTutorial RTM Choosine what you want to Group on 1 Go to the Report menu and select Groups A Groups window will open Click on the arrow of the white drop down field You will see a list of all the report fields you choose in Selector 2 We want to group on Facility Name so click on Snap Facility Name and press the Add button then press OK You will see two new bands added to your Designer Group Header Facility Name and Group Footer Facility Name M Any data you put in the Group Header band will be listed at the top head of each group Any data you enter in the Group Footer will be listed at the bottom foot of each group MIS2000 User s Guide 85 MS EdD Management Services for Education Data Formatting your Group 1 We want to put the Facility Name label and Facility Name DB fields in the Group Header so that those fields will appear at the head top of each group 2 We must first make some space in the Group Header to put the label and DB field Hold your mouse over the words Group Header and you will see a double arrow Pull the arrow downward and white space will appear between the words header and group header 3 Click on the Facility Name label and drag it into the Group Header band Then drag the Facility Name DB field into the Group Header band Now these two fields will be listed at the top of each group on your report Click on
63. ndles called Label 1 will appear Look in the first white field at the top of your screen and you will see that it holds the word Label 1 In this field you type the text that you want to appear on your labels Delete the words Label 1 and type Facility Name in the field The words Facility Name will be added to your actual label for you MIS2000 User s Guide MS EdD Management Services for Education Data Design Preview femme Header Detail Your label should look like this 4 Follow steps 1 3 to add labels to the other DB fields Name them Grade Student Last Student First Enroll Date and Age 8 18 ca B A acility Etudent Last Bad Header ABRAHAM LINCOLN SCHOOL Detail ur screen should look like this Formatting Your Design Document Now its time to clean up the Design Document to make our report look neat and professional Adding a Title 1 Goto Report menu and select the Title menu option A new band will be added to your Design Document above the Header band This band is called the Title band Press the Label button and put a label in the center of the Title section 3 Inthe white label field to the top left of your screen type in the words Enrollment Report Sorted by School and Grade 4 With your Title label still selected to select
64. nges will be reflected in the grid 28 MIS2000 User s Guide MS EdD Management Services for Education Data Supplemental Programs Panel The Supplemental Programs Panel shows you any special programs in which the student has participated Notice there are two grids in the Supplemental Programs Panel the Supplemental Programs grid and the School History grid Each line in the Supplemental Programs grid is linked to an enrollment in the School History grid For instance the SP Panel may list a SP that started on 10 14 98 and ended on 01 26 99 This SP is linked to the enrollment line of 09 01 98 06 01 99 in the School History Panel because that is the enrollment during which the student participated in the SP If you click on an SP in the SP grid its associated SH line will be highlighted StudentSeq StartDate EnrolDate WithdrawDate 1560 20 029 8 24 92 zas 8 24 92 6 4 93 12 GRAVETTE PUBLIC 1560 19 028 9 10 91 9191 18 19 91 5 22 82 11 GRAVETTE PUBLIC 1560 18 028 8 29 90 8 30 90 8 23 80 6 5 91 10 GRAVETTE PUBLIC 1560 17 028 402480 asai 8 2189 5 22 90 09 1560 14 025 114 8 87 1148 10 4 58 6 2 89 08 PUBLIC 1560 12 026 4n 7 56 92 68 10 3 88 08 OROVILLE ELEM SC 1560 12004 9 985 508E 10 5 87 6 3 88 07 GRAVETTE PUBLIC f Es Supplemental Programs Grid School History Grid Adding a New Supplemental Programs Line 1 Find the student who needs the ne
65. nt or COE view open the Procedures menu and then select Mass Withdraw The Mass Withdrawal window will open 2 Typein the Facility Code and tab to Facility Name The facility name will autofill in the field Or type in the Facility Name and the Facility Code will autofill 3 Tab to Withdraw Date and enter the new withdrawal date 4 Press the Do Search button A list of students whose Most Recent Enrollment is in that facility and who dont have a withdraw date will appear in the grid A student must have an enrollment date in order to be withdrawn 5 Now you can type in your enrollment data for each student such as days enrolled and days present If you type anything in either of these two fields MIS2000 will automatically add the data to that child s school history line and withdraw the student 6 If you dont have any enrollment data such as days present and days enrolled just place an X or any letter in the withdraw field to the left of the screen This will cause the student to be withdrawn 7 After marking all the students who need to be withdrawn press the Do Withdraw button The students are now withdrawn MIS2000 User s Guide 49 MS EdD Management Services for Education Data Adding SP data to a group of students Mass SP Mass Supplemental Programs is a procedure that allows you to add one or more SPs to a group of students from the same school If 100 students from a facility need to have one or more
66. nted 1 Find the COE you want to print 2 Goto the COE menu at the top of the screen and select Queue COE The COE will be added to the printing queue To queue all the new COEs you are entering check the Queue All New COEs menu item by selecting it 3 Once you have queued your COEs select Print COE Queue from the COE menu You will be given a print preview of the COEs You can then choose to print save or cancel the COEs 4 Toclear the COE queue upon printing check the item labeled Clear queue on print on the print preview screen 18 MIS2000 User s Guide MS EdD Management Services for Education Data NOTES MIS2000 User s Guide 19 MS EdD Management Services for Education Data WORKING WITH STUDENT DATA 20 MIS2000 User s Guide MS EdD Management Services for Education Data Understanding the Student View When you look at a student in Student View you will see three panels Record Procedures Reports Preferences Go View Help Personal Data Last Name First Name Middle Name Search EnnEL fron E 57 MF Birthdate Age Race AR Race District Mem Roe fe 33i 5 udent IDs 0 57841 4 4 1 1 School History School Name School ID MELROSE ELEMENTAR Enrollment Date Withdrawal Date Type Grade Days Enr Days Prs Type Date 2 12 98 sismo fs afp fo Termination E From City State Country School District State Residence Date lt
67. ntents of drop down lists Editing Codes The Edit Codes function allows you to add update and delete entries from lists of information such as the Facility list Test Codes list Supplemental Programs list etc Here is an example of when you might want to use the Edit Codes feature Let s say you are entering a parent relationship and accidentally type in Mothr instead of Mother You could remove the mispelled entry with the Edit Codes dialog To access this feature open the Procedures menu and then select Edit Codes The Code Table Edit dialog field will open To add a new entry 1 Click on the Select Code Table drop down button and scroll down the displayed list Select the code table you want by clicking on it 2 Click anywhere in the displayed grid and press the Insert key This will result in a blank line in the grid 3 Enter your data into the new line MIS2000 will alphabetize your entries for you 4 Press the Close button after entering your data The dialog field will close and you will be returned to either the Student screen or the COE screen depending on where you were previously To update an existing entry in a code table 1 Click on the Select Code Table drop down button and scroll down the displayed list Select the code table you want by clicking on it 2 To update an existing entry within a code table move the cursor to the field you wish to edit and click on that field Make your changes When you ar
68. ntyCode DaysEnr DaysPres DistrictCode Your screen should look like this Your report will now show you students in eighth grade or twelfth grade MIS2000 User s Guide 69 MS EdD Management Services for Education Data Saving your Select Settings and Results When you create a report you may want to save it so that you can run the report at a later date There is a difference between saving your Select Settings and your Select Results The Select Results is the table of data you get when you run your query The Select Results is your asnwer set e When you save your Select Settings you are saving the report type display fields comparisons and sort fields that you chose for your report Your Select Settings is your report design Saving your Select Settings your report design 1 Press the Save As button on the Report tab The Save Report window will open 2 Enter the Report Name in the File Name field 3 Look at the Save In box to see where you are saving the file MIS2000 should automatically open the MIS2000 folder which is right under your C drive it may be right under another drive We recommend saving your reports in your MIS2000 folder 4 Press the Save button Your Select Settings will be saved as an R2K file To run an R2K again e Press the Load From button on the Report tab e When the Open Report window pops up select the name of
69. o the field Facility District Code We decided that we wanted to see only data for District 100 So Facility DistrictCode was selected 3 In the Comparisons list the was selected 4 Inthe top white field the value 100 was entered 5 The Add Filter button was pressed The filter Facility DistrictCode appeared in the large white field Now the report will only bring up data about District Code 100 92 MIS2000 User s Guide MS EdD Management Services for Education Data 6 Next we wanted to limit our report data to data only within a certain date range So the dates 09 01 98 and 05 01 99 were entered in the Start Date and End Date fields 7 The Run Report button would then be pressed to view the report This report will now be limited to data in District 100 and data between 09 01 98 and 05 01 99 NOTE Not all Snap Reports require the addition of filters MIS2000 User s Guide 93 MS EdD Management Services for Education Data Adding Reports to the Snap Reports List It is easy to add a report to the Snap Reports List You just have to tell MIS2000 which RTM and R2K files you want to use to make up the Snap Report NOTE Snap Report is a report that was created in Report Builder using Selector and Designer A Snap Report is a combination of your Select Settings R2K file and your Design Document RTM file You select your data with Selector polish your report format with Designer then use Snap Reports to
70. ol test scores days enrolled etc Having your data grouped can make it easier for the reader of the report to understand the data at a glance Here is an example of a report with grouping MEA Scores By District Count District Code 1004 Test 01 Test Level 8 Test Score A 1 Test Score B 2 Test Score N 4 Test Name 02 Test Level 04 Test Score A 1 Test Score B B Test Score N 2 This report has three groups District Code Test Name and Test Level Here is the Design Document for the above report 84 MIS2000 User s Guide MS EdD Management Services for Education Data MEA Scores By District Count District Codej1004 03 Group 0 DistrictCode Group Header 1 TestCode Group Header 2 TestLevel Detail Group Footer 2 TestLevel Group Footer 1 TestCode Group Footer 0 DistrictCode Opening the Selector R2K file and Designer File RTM 1 Open Report Builder Press the Load From button on the Report tab and open the R2K you created in the Intermediate Selector Tutorial SelectorTutorial R2K 2 Go to the Snap Setup tab and press the Build Snap Table button Once your table has opened press the Close button v NOTE We have to open the R2K file and build the Snap Table so that i Designer will be looking at results of your Selector report Then press the Designer or Snap Layout button Go the File Menu a
71. ords save them or clear them from the record queue Clear Record Queue removes all records from the print queue 10 MIS2000 User s Guide MS EdD Management Services for Education Data Include Health Record is a checkable item controlling whether or not the health information prints on the record To add or remove the check mark simply click on it Include Ed Record is a checkable item controlling whether or not education information such as School History Tests etc prints on the record To add or remove the check mark simply click on it Preferences Menu Form caching is a checkable item When checked it helps MIS2000 to work more quickly It is recommended that you leave it checked Auto Caps Lock is also a checkable item When checked it will turn your Caps Lock on for you automatically Use Windows Short Date Format is a checkable item that controls whether MIS2000 will use your default Windows setting for displaying the year If you want to see only a two digit year which is best for reporting leave this item unchecked COE menu This menu only appears in COE View Queue COE places the COE you are currently viewing into the printing queue Print COE Queue creates a screen preview of all records in the COE queue You can then choose to print the records save them or clear them from the record queue Clear COE Queue removes all COEs from the printing queue Queue all New COEs is a checkable menu item If
72. our Selector Report Snap Reports Creating Running Snap Setup Tab Sort Fields Tab SP Group Special Ed Data Entering SQL Tab State Server MIS2000 User s Guide 70 64 66 72 94 96 94 63 62 64 52 53 29 29 63 48 MS EdD Management Services for Education Data 109 MS EdD Management Services for Education Data Student List feature 44 Student Record 33 printing 33 Supplemental Programs 30 T Tests Data 32 Entering 32 TOC Help 100 U Understanding the Student Search Window38 Uploading Changes 48 V View menu 13 W What is a Snap Report 93 Withdrawing students 51 110 MIS2000 User s Guide
73. press Enter 4 You will add children to the COE one at a time For each new child press the New Enrollment button This will automatically bring up the Student Search panel Searching for students before adding them to a COE decreases the possibility of ending up with duplicate students 5 Enter the student ID if you have it or you can enter any other information you have about the student M NOTE It is sometimes best to enter less information rather than more The more data you enter the more likely you are to make a typo Also the data you enter must match exactly the data in the database If the original data entry person made a typo your match wouldn t be found 6 When you have filled in the data press the Do Search for Child button to find the child in your local database MIS2000 User s Guide 15 MS EdD Management Services for Education Data 7 When your search is completed the results will display in the grid e If the student you are looking for is listed Select the student and press the Select Child button This child will be added to the COE and will get a new School History line with the same enroll date QAD date etc that are listed on the COE e Ifthe child you are looking for does not appear in the grid press the New Child button 8 Fill in the blank fields Use the tab key to move from field to field If you have selected a child that was already in the database you will still have some fields to fi
74. ring your list of students press the Search the State button 7 You will see a message at the bottom of your screen stating Batch submitted Check later for results 8 Keep pressing the Check button until you get a message stating that your search is completed 9 Click on the first student in the top grid Any matches found at the state will appear in the bottom grid Check the birthdate parent s names etc to determine if this record from the state in the bottom grid is the same student that is on your COE 40 MIS2000 User s Guide MS EdD Management Services for Education Data 10 If you determine that it is the same student click in the Get column beside the student s name Y will appear marking this student for download 11 Follow steps 9 and 10 to mark all the students you want to Get 12 When you have marked all of the students you want to download with Y press the Download Students button of the selected students will be downloaded onto your computer You can then add them to COEs See page 5 to learn how to enter COEs MIS2000 User s Guide 41 MS EdD Management Services for Education Data Using the Student List feature The Student List function is helpful if you want to gather together a group of students to put in the printing queue or to scroll through for editing If you were working with paper COEs and wanted to edit twenty paper COEs you would probably gather the twenty p
75. s v Data Components Grid Options Advanced Components Report Tree Data Tree v Standard v Format v Edit v Draw Align or Space Size Nudge v Show Data Here are the main toolbar items you will use a A td The DB Calc button lets you perform simple calculations such as adding 3 e The Print Print Preview Cut Copy and Paste buttons allow you to quickly edit and print The DB Text button lets you add Selector data to your Design Document The Label button lets you put labels nametags on your Design Document The System Variable button allows you to add fields such as Page Number Time Print Date The Nudge buttons allow you to move the items on Designer around DE WS Designer report and to save the Design Document you re currently working on Open and Save allow you to create a new Designer open an existing a The Page Setup button brings up a window with options for changing paper size orientation paper source margins and layout 74 MIS2000 User s Guide MS EdD Management Services for Education Data Page Setup Letter 8 1 2 11 in fa E B MIS2000 User s Guide 75 MS EdD Management Services for Education Data Basic Designer Tutorial The easiest way to use this tutorial is to print it by pressing the Print button at the top of this window If you havent yet read the Designer Overview on page we recommend that you do so
76. st match exactly the data in the database If the original data entry person made a typo your match wouldnt be found 3 Press the Do Search button 4 When your search is completed the results will display in the grid If the COE you are looking for is listed select the desired family and press the Select COE button MIS2000 will then show you that COE Establishing a List of COEs to View COE Data This Navigator Bar allows you to scroll through a list of COEs There are three ways to establish the list of COEs e To navigate through for a particular student In Student View select the student whose COE s you want to view From the Go menu select To COEs MIS2000 will show you most recent COE for that student You can use the arrows to move back and forth between that student s COE s e To scroll through COEs from a Search Do COE Search Close the Search window You can now scroll through all the COEs who appeared in the Search Results grid To scroll through all the COEs in your database Press the Search button then Close the Search Window without doing a search You can now scroll through all the COEs in the database MIS2000 User s Guide 17 MS EdD Management Services for Education Data Printing COEs In order to print COEs you must add them to the printing queue The printing queue is a line up of records that are waiting to print The records will remain in the queue until they are cleared or pri
77. t Builder 2 The Report tab will be showing when you open Selector Check the Advanced button 3 Select the Snap Setup tab and press the Designer button What you see now is Designer This tool is used for arranging and organizing your Selector report You cannot build a report in Designer you can only pretty it up here To build a report you must use Selector Design and Preview Tabs There are two tabs in Designer the Design tab and the Preview tab On the Design tab you specify how the Selector data will be positioned on the page how you want your data grouped and sorted and how you want your text to look bold italicized etc When working on the Design tab you are working with data representations not the data itself Think of the Design tab as a virtual report It has the structure and instructions for creating the final report but it is not the report itself Notice that there are three sections to the Design tab The Header section the Detail section and the Footer section The Header is where you put information that you want listed at the top head of every page such as column labels and headers e The Detail section is where you will put the bulk of your report data e The Footer section is where you put information that you want listed at the bottom foot of each page such as the page number or print date 72 MIS2000 User s Guide MS EdD Management Services for Education Data foes
78. t button Use the Browse arrow buttons to move back and forth between topics in the selected chapter MIS2000 User s Guide 99 MS EdD Management Services for Education Data About Search Help If you want to search the online manual for a particular word or phrase you can do that with Search Help Search Help will scan all the Help topics and give you a list of the topics that contain your selected word s 1 Click on the Help menu at the top of your screen and select Contents and Index 2 When the Help window pops up select the Search tab Press the Next and then the Finish button The Search Help window will open 3 Follow the 3 steps listed in the Search window to find the topics associated with your word s Help Topics Back Contents Index Search 1 Type the word s you wish to find print student record by pressing 2 Select matching words to narrow search Crtl Q Or go to fecord the Report Record menu then choose Queue Record Queue as many records as you want 3 Choose topic to display Description of the Reports Menu items FS How do print a student Record What s the difference between Student Data and a Student Record What is a queue a 2 If you wish for health data tn z student and record were typed in the field Search Help In this example the words print scanned all the topics and came up with four topics that contain
79. t district will be added to the Student List MIS2000 User s Guide 43 MS EdD Management Services for Education Data NOTES 44 MIS2000 User s Guide MS EdD Management Services for Education Data WORKING WITH YOUR STATE DATABASE MIS2000 User s Guide 45 MS EdD Management Services for Education Data Uploading changes to your state computer When you do an upload to the state computer the work you have done in MIS2000 such as entering COEs and adding enrollment information will be copied to the state database You should do an upload to your state database every day that you enter data The state database should always have an updated copy of your work 1 Go to the Procedures menu then select Upload Changes The Upload Status window will appear 2 Press the Begin Upload button When your changes have finished uploading to the server you will see one of two things f your upload has finished without any problems you will get a message saying Your upload has completed successfully Your upload has not completed successfully until you see this message You can now close the upload window Your upload is finished e If your upload encountered problems you will get a status report with directions for making corrections if necessary If the status report isn t clear contact MIS2000 technical support If you do receive a status report you should print it out by pressing the Print button 3 Yo
80. t the general rule is that all students whose Most Recent Enrollment is in that facility will appear in the grid 6 Enter the New Grade for each child that is to be re enrolled Or you can check the Grade Rollup field Then each child with an X in their Do column will automatically be enrolled in the next highest grade 7 If necessary enter the New Facility ID 8 After entering your data for all the students to be re enrolled press the Do Enroll button The students are now enrolled MIS2000 will display a printable report showing which students were enrolled and which students were ignored y NOTE Your version of MIS2000 may have field for v Begin Date and End Date These are dates you can use to limit the number of enrollments to be listed For instance you can choose to look at all enrollments between August 1999 and May 2000 48 MIS2000 User s Guide MS EdD Management Services for Education Data Withdrawing a group of students Mass Withdraw Mass Withdraw is a procedure that allows you to apply a common withdrawal date to more than one student in a particular school For example if you have to withdraw 150 children from the same school on the same date you can do it easily with Mass Withdraw The Mass Withdraw screen is customized for each state Following instructions for a generic Mass Withdraw Contact your state MIS2000 coordinator to find our more about your Mass Withdraw screen 1 From the Stude
81. the Preview tab to see how your report looks now Header ABRAHAM LINCOLN SCHOOL Group Header 0 FacilityName Your band should look like this 4 What else might we want at the top of each group We probably want our other labels to appear at the top of each group too Hold your mouse over the words Group Header again and pull your arrow downward We need to make enough space in the band for the other labels 5 Now drag the other labels into the Group Header band underneath the Facility Name fields Place the labels above their corresponding DB fields Press the Preview tab to show how your report looks so far Header ABRAHAM LINCOLN SCHOOL Student Last Student Firs fEnrollDatd Group Header O FacilityName b238 p Detail Your Design Document should look like this 86 MIS2000 User s Guide MS EdD Management Services for Education Data 6 almost done Let s clean up the Design Document a little e Select the Facility Name DB field and change its font to 12 go to the drop down field with a number in it and select 12 Keep the DB field selected and underline it by pressing the underline button e Select the Facility Name Label and place a colon after the words Facility Name enter the colon in the Label Text field to top left of your screen Press the Preview button and you will see your final results Looks good doesnt it Enrollment Report Sorted by Facility and Gr
82. the R2K you want to open and press the Open button Your R2K will open and you can then run or edit it Saving your Select Results your answer set 1 When you have finished designing your report press the Run Query button on the Results tab 2 When your report displays press the Save as Table button to save your results table as a file or press the Save as File button to save your results table as a text file 70 MIS2000 User s Guide MS EdD Management Services for Education Data 3 Inthe File Name field type in the name of the report results NOTE You cant re open the DB or text in MIS2000 You view it with software such as Microsoft Word or Access Exercise In the Comparisons tab create a comparison that will look at all students who have enroll dates between two particular dates choose two dates AND who attend a particular school choose a school from your database MIS2000 User s Guide 71 MS EdD Management Services for Education Data Designer Overview Before learning about Desginer you should have a good understanding of Selector the basis of Designer see page 62 for a Basic Selector Tutorial Following is an introduction to Designer After reading this section we recommend that you work through the Designer tutorial see page 76 Getting hands on practice is the quickest way to learn Designer To look at Designer 1 Goto the Reports pull down menu and select Repor
83. to your report 4 Click on the to close the Student table and click on the to open the Facility table Add FacilityName to your report 5 Open the School History table and add Grade and Enroll Date to your report School History DaysAbs i DaysEnr DaysPres DistrictCode EnrollDate i FacilitylD m IS e Report Comparisons Display Fields Sort Fields SaL Results Snap Setup Remove Display Field Move Move Down School History EnrollDate Your screen should now look like this These are the six fields that will be displayed on your report 64 MIS2000 User s Guide MS EdD Management Services for Education Data Limiting the Data to be included in your Report 1 Click on the Comparisons tab Open the School History table and select Enroll Date 2 Click in the white circle beside Between 3 Click in the top white field Enter 09 01 99 Tab to move your cursor to the bottom white field Type 05 01 00 in the bottom field You can enter whatever dates you want 4 Press the Add Comparison button Your comparison will appear in the large white field 5 Open the Facility table Select Facility Name 6 Click in the white circle beside 7 Click in the top white field Enter a facility id from your state 8 Press the Add Comparison button Your comparison will appear in the large white field School History Report Comparisons
84. u will then see this window MIS 2000 x Your MIS 2000 system is now capable of updating itself automatically It will now attempt to do this Please be patient 4 Press the OK button If there is an upgrade available the upgrade will begin downloading to your computer Once it finishes you will get a message telling you to reboot your computer Reboot at that time 46 MIS2000 User s Guide MS EdD Management Services for Education Data SPECIAL FUNCTIONS MIS2000 User s Guide 47 MS EdD Management Services for Education Data Enrolling a group of students Mass Enroll Mass Enroll is a procedure that allows you to apply a common enrollment date to more than one student in a particular school So if you need to enroll 150 children from the same school on the same enrollment date you can do it easily with Mass Enroll Mass Enroll is one of the most customized aspects of MIS2000 Following are instructions for a generic Mass Enroll Contact your state MIS2000 coordinator to find our more about your Mass Enroll screen 1 From the Student or COE view open the Procedures menu and then select Mass Enroll The Mass Enrollment dialog field will appear 2 Type in the Facility Code or the Facility Name and the other will fill in automatically 3 Tab to Enroll Date and enter the new enrollment date 4 Tab to Type and enter the new enrollment type 5 Press the Do Search button It varies from state to state bu
85. uction Comments Form Assess Date Inform Assess Date Reason Not Formally Assessed Gifted E z 5 SH DE ZES 131 94 2091 2 3 91 9 93 6 23 94 180 CTDSMG NEV BRITAIN ED 2 3 91 6 24 93 7 23 93 0 CTRBBP CHAMBERLAIN eet E 11 21 34 Modified b Here is an example of a School History Panel You type your data in the white fields and it is saved in the grid M NOTE When you enter a new child on a COE that enrollment data such as Facility Name and Enroll Date will be copied over into the School History grid in Student View Adding a new School History Line 1 Find the student who needs the new SH line Press the School History button at the bottom of the screen 2 Press the button beside the School History grid The white fields above the grid will become blank so that you can enter your new data 3 When you have entered your data press the checkmark on the Navigator Bar to post your new data Your data will be entered as the top line in the School History grid Updating a School History Line 1 To change a line in the School History grid select the line You will see that line s data autofill in the white fields above the grid 26 MIS2000 User s Guide MS EdD Management Services for Education Data 2 Make your changes in the fields then press the checkmark on the Navigator Bar to post your changes The changes will be made in the School History grid MIS2000 Us
86. udents to the Student List From the Student List tab you can send all the students from the district or facility to the printing queue to be printed Searching by Facility 1 Enter the Facility Name or the Facility Code and hit the Tab key The other field will fill in for you 2 Ifyou want to limit your search to students whose enrollments are within certain dates enter the dates in the From and To fields 3 Press the Facility Search button You can then e Select the child you want to view and press the Select Child button e Select the child you want to add to the Student List and press the Add to List button The child will then be added to the Student List on the Student List tab e f you want to add all the students to the Student List press the button the students from that facility will be added to the Student List Searching by District Enter the District Name in the District field 2 Ifyou want to limit your search to students whose enrollments are within certain dates enter the dates in the From and To fields 3 Press the District Search button You can then e Select the child you want to view and press the Select Child button e Select the child you want to add to the Student List and press the Add to List button The child will then be added to the Student List on the Student List tab e f you want to add all the students to the Student List press the button All the students from tha
87. w SP Press the Supplemental Programs button at the bottom of the screen 2 Before entering any new data you need to link your new Supplemental Program line to the correct line in the School History grid Highlight the line in the School History grid to which you want your new SP data to be linked 3 Press the on the Navigator Bar above the Supplemental Programs grid The white fields above the grid will become blank so that you can enter your new data 4 Enter your data then press the checkmark on the Navigator Bar to post you new data Your new data will be posted into the Supplemental Programs grid Updating a Supplemental Programs line 1 To update a Supplemental Programs line select the line you wish to update That line s data will autofill in the white fields above the grids 2 Make your changes in the fields then press the checkmark on the Navigator Bar to post your changes Your changes will be posted to the Supplemental Programs grid MIS2000 User s Guide 29 MS EdD Management Services for Education Data Did you link your Supplemental Program line to the wrong School History line See page B4 find out how to change the linking 30 MIS2000 User s Guide MS EdD Management Services for Education Data Tests Panel The Tests Panel shows you the tests a student has taken Notice that there are two grids in the Tests Panel the Tests grid and the School History grid Each line in the Test grid is linked
88. you check it it will add each new COE that you enter to the printing queue Queue all Students is a checkable menu item If you leave it checked it will add all new students to the student record queue MIS2000 User s Guide 11 MS EdD Management Services for Education Data Go Menu The Go menu provides you with a quick way to get to other information related to the student or COE youre currently viewing Back Ctrl B ToCOEs Ctrl G Example Say you are working on the Student Data of Janet Smith You want to see her COE Go to the Go pull down menu and select COEs MIS2000 will then show you Janet s COE s M NOTE If the To COEs menu item is grayed out you arent allowed to select it then that child does not have a COE in your database View Menu The View menu allows you to flip between the COE and Student views COE View contains Family and Children screens which include all of the data collected on your state s COE form Student View contains screens for school history supplemental programs credit accrual and any other information that your state s Migrant Education Program collects on its participants wv Student EOE M NOTE Changing the view does not take you to the COE Student Data of the student you are currently working on If you wish to see the COE Student Data of your currently selected student choose the Go pull down menu 12 MIS2000 User s Guide MS EdD Management Services for

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