E-810.3 Client Reporting Error Mitigation

Data reported to the Wisconsin Technical College System (WTCS) must be error-free and is the basis of the WTCS’s outcomes-based funding to the College. This procedure is a cross-functional process involving different departments providing accurate data with the guidance of the Office of Institutional Research and Effectiveness (OIRE) and Information Technology Services (IT) personnel. The group engaged in this effort, the Client Reporting Work Group, discusses remedies and cleans errors at or between regularly scheduled meetings. The WTCS sets the date for final submission in the Client Reporting Manual. These data must be clean and ready to be submitted to the WTCS 60 days before the date set in the Client Reporting Manual to allow for institutional validation.

CLIENT REPORTING WORKGROUP

• Executive Director of Institutional Research and Effectiveness

• OIRE Reporting Analyst

• IT Banner Analyst

• Student Services Representatives

• Financial Aid Representatives

• Academic Affairs Staff

PROCEDURE

Step 1. IT will submit a client file to the WTCS on the 9th day of every month and the 4th Wednesday of every month. All Client Reporting Work Group members will be set to receive notifications from the WTCS upon the submission of a client file. The Data Reporting Analyst can also request the ERP Systems Manager in IT to run the current year's client file and submit it to the WTCS.

Step 2. All Client Reporting Work Group members will check the portal after receiving an email notification from the WTCS that a client file was processed. Open the Wisconsin Technical College System (WTCS) Portal to view client reporting submissions (WTCS portal access by permission only). All Client Reporting Work Group members have access to the WTCS portal.

Step 3. All Client Reporting Work Group members will select the File Submission Status or Error Reports (depending on your permissions) within the WTCS portal.

Step 4. All Client Reporting Work Group members will immediately select the number in red below the ‘Errors’ column in the upper-most row indicating ‘cli05full2020PROD.txt’ (most recent date).

1. Review report showing all client reporting errors.

2. Determine the corrective action needed to bring data into compliance and edit the incorrect data.

3. The Client Reporting Work Group is scheduled to meet on the 4th Thursday of every month. Group members must review and work on mitigating client errors between each monthly meeting.

Step 5. All Client Reporting Work Group members will select the ‘cli05full2020PROD.txt’ (most recent date) to reveal additional reports.

1. Select the desired report(s).

2. Determine the corrective action needed to bring data into compliance and edit the incorrect data.

3. The Client Reporting Work Group is scheduled to meet on the 4th Thursday of every month. Group members must review and work on mitigating client errors between each monthly meeting.

Repeat steps 2-5 one (1) the day before the client reports the workgroup meeting.