From:���������������������������������������� Wurtz, Keith
Sent:������������������������������������������ Tuesday, June 01, 2010 1:48 PM
To:���������������������������������������������� Jones, Dianna
Cc:���������������������������������������������� Garnick, Everett; Smith,
James; Hogrefe, Richard; Yamamoto, June; Marshall, Cheryl
Subject:������������������������������������ Comparison between MIS records
and Fall 2009 Datatel Information
Hi Dianna!
I often use both MIS Referential files and DataMart as well as information directly out of Datatel. The project I�m working on impacts which method I choose for collecting data. In doing this for Crafton I�ve noticed a discrepancy between MIS and Datatel and I wanted to know if you had an idea about why they might be different.
The area where I first noticed a discrepancy was in the number of unduplicated students. Using MIS Referential files and DataMart the number of Fall 2009 unduplicated students who earned a grade on record was 6,429. Using Datatel the number of Fall 2009 unduplicated students who earned a grade on record was 6,485. This is a difference of 56 students, which doesn�t seem like much except that this could translate into approximately 168 enrollments or grades on record that aren�t being accounted for. In my experience the numbers of unduplicated students are usually much closer, + or � 10.
My next thought was to actually examine the number of grades on record from both systems to see which records were actually missing and if there were any similarities and differences between the two. The MIS SX enrollment Fall 2009 file shows that there were 17,548 grades on record; whereas, Datatel shows that there were 18,336 grades on record in Fall 2009. This represents a discrepancy of 788 records. Using the SB00 (SSN, STU.SSN from STUDENTS), CB01 (Course, STC.COURSE.NAME from STUDENT.ACAD.CRED), and XB00 (Section, STC.SECTION.NO from STUDENT.ACAD.CRED) fields I merged the records from the MIS Referential files into the Datatel file in order to identify the actual records that were not in the MIS SX Referential file.
The merge identified 791 records in the Datatel file that were not in the MIS SX Referential File. The retention rate for the records excluded from the MIS database is 89% and the success rate is 71%. In addition, 34% of the records are in math and 53% are in reading, both of which could have a large effect on our ARCC reporting. The next highest subject areas with records excluded from MIS were Radiology (5%) and sociology (4%). I haven�t been able to easily identify similarities and differences for the records that were left out of MIS; however, I did identify the math and reading records mentioned above. In addition, I also noticed that 85% of the records that were not in MIS had the last section end date for the term (12/19/09), and that only 77% of the sections that were included in MIS had the last section end date.
Any thoughts?
Is there something I�m missing?
Could the discrepancy be a result of the grades being submitted late by the instructors?
Does the information get picked-up in later submissions of MIS and I need to download the fall file at a later time?
Let me know if you need me to provide you with anything in order for us to investigate this further (e.g.: individual records, faculty names, course and section numbers, SIDs, etc.).
Thanks Dianna! Sorry for the length of the email.
Keith Wurtz
Crafton Hills College
Director, Office of Research and Planning
909-389-3206
Note: I used the following two files: Grades_All_20100316_FA09_CHC-GOR.sav and All-Fall2009-MIS.sav.
|
|
Frequency |
Percent |
Valid Percent |
Cumulative Percent |
|
|
Valid |
BIOL |
2 |
.3 |
.3 |
.3 |
|
CD |
2 |
.3 |
.3 |
.5 |
|
|
CIS |
3 |
.4 |
.4 |
.9 |
|
|
EDU |
2 |
.3 |
.3 |
1.1 |
|
|
ENGL |
1 |
.1 |
.1 |
1.3 |
|
|
FRENCH |
2 |
.3 |
.3 |
1.5 |
|
|
HEALTH |
2 |
.3 |
.3 |
1.8 |
|
|
MATH |
266 |
33.6 |
33.6 |
35.4 |
|
|
MUSIC |
3 |
.4 |
.4 |
35.8 |
|
|
PE/I |
3 |
.4 |
.4 |
36.2 |
|
|
RADIOL |
38 |
4.8 |
4.8 |
41.0 |
|
|
READ |
417 |
52.7 |
52.7 |
93.7 |
|
|
SOC |
31 |
3.9 |
3.9 |
97.6 |
|
|
SPAN |
5 |
.6 |
.6 |
98.2 |
|
|
SPEECH |
1 |
.1 |
.1 |
98.4 |
|
|
THART |
13 |
1.6 |
1.6 |
100.0 |
|
|
Total |
791 |
100.0 |
100.0 |
|
|