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Distribution Inventory Management by sgp37271

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Distribution Inventory Management document sample

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									                                                                     CRCSD Data Map Input (2-21-07)
         Department Name: Accounting
                                                                                                                                                       Who Assures Data
         Data Set         (Type        Data System            Type of Data Entered?                                           Who Modifies                 Quality?
Ref. #                                                                                      Who Enters the Data?      When?                    When?
                of Data?)           (Name of Database?)        (Key Fields & Info.?)                                           the data?                   (Person
                                                                                                                                                        Responsible?)

                                                          Product description,
                                                          quantity, unit price, general                                       original
                                                          ledger account code,                                                requestor,
                                                          delivery address, requester                                         purchasing
                                                          name, date desired,                                                 department
                                                          warehouse inventory item#,      original requestor,                 and account              purchasing
         Purchasing,                                      in stock quantity, vendor       purchasing/warehouse                department               department and
         distribution, inventory Periscope E-             name-address-phone              department staff,                   staff as                 accounting
  1      management              procurement system       number-contact person           accounting staff,    ongoing        appropriate ongoing      department staff
                                                                                                                              Original
                                                                                                                              purchaser,
                                                                                                                              supervisor,
                                                                                                                              accounting               purchasing
                                  Smart Data On Line  Expenditure account                 Original purchaser,                 staff,                   department and
                                  (SDOL) - JP         numbers, descriptions,              supervisor, accounting              purchasing               accounting
  2      Expenditures             MorganChase         dollar amounts                      staff, purchasing staff ongoing     staff       ongoing      department staff
                                                      Upload from Production's
                                                      access database to a file
                                                      that is then uploaded into
                                                      the finance system -                Production does
                                                      Original access file contains       upload to Interface,
                                                      purchaser, service                  accounting does
                                                      provided, account number            upload to finance
  3      Production costs         GWAEA Web Interface to be charged.                      system                   ongoing    Production     ongoing   production
                                                      Capital asset description,
                                                      estimated life, dollar                                                  Accounting
                                                      amount, account number,             Accounting                          department               Accounting
  4      Capital assets           GFAMS               department                          department staff         ongoing    staff      ongoing       department staff
                                                      Requests for processing to
                                                      post items to general                                                   Accounting
         Requests for                                 ledger, print checks, run           Accounting                          department               Accounting
  5      processing               GWAEA Web Request reports                               department staff         ongoing    staff      ongoing       department staff
                                                                                                                    Accounting/
                                                   Old account number                                               business
                                                   segments and descriptions, Accounting/business                   services              Accounting/busi
     Account                                       New account number         services department                   department            ness services
6    numbers/conversion       GWAEA Acct Conv      segments and descriptions staff                        ongoing   staff       ongoing   department staff

                                                                                                                    Accounting/
                                                                                                                    business
     Electronic bill                               Payment amounts, routing Accounting/business                     services              Accounting/busi
     payments (ACH),                               numbers, checking account services department                    department            ness services
7    reporting                SinglePoint          numbers, bank information staff                        ongoing   staff       ongoing   department staff
                                                                                                                    HS and MS
                                                                                                                    bookkeeper
     Activity Fund                                 Payees, check numbers,         HS and MS                         s and                 HS and MS
     receipts,                                     dollar amounts, account        bookkeepers and                   accounting            bookkeepers
     disbursements,           EPES Activity Fund   numbers, vendors, receipt      accounting department             department            and accounting
8    assets                   Software             numbers                        staff                 ongoing     staff      ongoing    department staff


                                                   Accounting department
                                                   collects file from US Bank
                                                   using a modem connection.
                                                   File contains all of the
                                                   cancelled checks for the       US Bank enters
                                                   General Fund each month.       cleared check
                                                   This file is then sent to      information,                      Business
                                                   GWAEA for trial processing     accounting department             services              Business
     Cleared Checks from                           through request system.        submits processing                department            services
9    US Bank             Modem connected           Changes are made to fix e      requests.             Monthly     staff      Monthly    department staff

                                                   Account numbers, Check
                                                   warrants, purchase orders,
                                                   invoice amounts, vendor
                                                   name, vendor number,
                                                   vendor contact information,
                                                   customer names, numbers,                                         Accounting,
     All District Financial                        contact information, account                                     business              Accounting,
     Information (checks,                          supervisors, etc. Much                                           services,             business
     receipts, journal                             information from other                                           purchasing,           services,
     entries, purchase                             systems is funneled into the   Accounting, business              food and              purchasing,
     orders, vendors,                              Finance system either          services, purchasing,             nutrition,            food and
     customers, budgets,      GWAEA Finance        automatically, or by journal   food and nutrition,               GWAEA                 nutrition,
58   etc.)                    System               entry.                         GWAEA staff             ongoing   staff       ongoing   GWAEA staff
                                                                                                                                   Business
                                  Web Budgeting,                                         All administrators,                       services               Business
         Account numbers,         accessed through Web New budget amounts,               managers, supervisors                     department             services
 59      budget amounts           Finance              account numbers, FTE's            within District       Feb/March           staff      March/April department staff

         Account number
         information,
         supervisors, budgets,                   Financial data not really
         purchase orders,                        entered here, information
         vendors, PY financial                   updated daily from Finance                                                        Accounting/
         information, CAR                        system. User ID's,                                                                Business                  Accounting/Busi
         upload, User ID's,                      passwords, rights assigned              Accounting/Business                       Services                  ness Services
 60      User passwords        GWAEA Web Finance here.                                   Services staff           ongoing          staff       ongoing       staff
                                                 Data not entered here,
                              Substitute Pay,    obtained through payroll
         Types of absences, accessed through Web system (??) and updated                 Obtained through
 61      object numbers       Finance            daily.                                  payroll system (??)      ongoing          Payroll/HR     ongoing    Payroll/HR
                                                 Information obtained from
                                                 other systems (finance,                                                           Accounting/
         Various filters on                      budgeting, payroll) can be                                                        Business                  Accounting/Busi
         account numbers,     GWAEA Legacy Query queried in different ways               Accounting/Business                       Services                  ness Services
 62      supervisors, vendors System (LQS)       through this program.                   Services staff           ongoing          staff       ongoing       staff

                                                                                                                                                             Accounting/Busi
                                  GWAEA Document            Various reports posted here                                                                      ness Services
 63      Document Storage         Storage                   by GWAEA.                   GWAEA posts reports ongoing                GWAEA          ongoing    staff/GWAEA

         Department Name: Special Services Office
                                                                                                                                                              Who Assures Data
         Data Set         (Type        Data System              Type of Data Entered?                                              Who Modifies                   Quality?
Ref. #                                                                                     Who Enters the Data?       When?                         When?
                of Data?)           (Name of Database?)          (Key Fields & Info.?)                                              the data?                     (Person
                                                                                                                                                               Responsible?)
                                                                                                                  Every time a                    Any change
                                                                                                                  new sp ed                       in sp ed
                                                            Special Ed student                                    student enters                  student
                                  We do entry in IMS We     demographics, state                                   or               Special        demographi
                                  have view only in         required data, educational                            services/dem     Services       cs or state Special
         Sp Ed student            Student Systems k-5, k-   history, student referrals                            ographics        IMS Intake     required    Services & AEA
 10      demographic data         12, and Centerpoint       and evals                    Special Services staff   change           staff          information staff
                                                                                         DE provides info. Sp
                                                                                         Services matches with
         Student state ID# for                              "Resolve near matches"       existing number or     Once a month DE &                 Once a
 11      Project Easier        Project Easier               only                         creates new one        or so        GWAEA                month or so DE
                                                                                                                       after
             Student achievement GWAEA Assessment                                                                      assessment
 29          data                System                       read only                       AEA                      periods        AEA         d/k            AEA
                                                                                                                                      Summer
             Sp Ed Summer                                     Demographics for Summer Summer school                                   school                     Summer School
       105   School                   Excell sheet            school teacher & paras  coordinator                      April-August   coordinator as needed      coordiantor
                                                                                                                                      Sp Ed
       106   Sp Ed Medicaid           Access                  medicaid billing information Sp Ed sec'tary              on-going       sec'tary    on-going       Sp Ed sec'tary

             Department Name: Business Services
                                                                                                                                                                 Who Assures Data
             Data Set         (Type        Data System            Type of Data Entered?                                               Who Modifies                   Quality?
Ref. #                                                                                          Who Enters the Data?       When?                       When?
                    of Data?)           (Name of Database?)        (Key Fields & Info.?)                                               the data?                     (Person
                                                                                                                                                                  Responsible?)


                                                              Product description,
                                                              quantity, unit price, general                                           original
                                                              ledger account code,                                                    requestor,
                                                              delivery address, requester                                             purchasing
                                                              name, date desired,                                                     department
                                                              warehouse inventory item#,      original requestor,                     and account                purchasing
             Purchasing,                                      in stock quantity, vendor       purchasing/warehouse                    department                 department and
             distribution, inventory Periscope E-             name-address-phone              department staff,                       staff as                   accounting
  1          management              procurement system       number-contact person           accounting staff,    ongoing            appropriate ongoing        department staff
                                                              Student demographic
                                                              information ie name,
                                                              address, F/R parents name,
             Student                                          phone number, etc. Routing
             transportation routing                           information, Street map                                                 Transportati               Transportation
 105         system                 Trapeze                   information                     Transportation staff     ongoing        on staff     ongoing       staff

             Department Name: Secondary Reading
                                                                                                                                                                 Who Assures Data
             Data Set         (Type        Data System            Type of Data Entered?                                               Who Modifies                   Quality?
Ref. #                                                                                          Who Enters the Data?       When?                       When?
                    of Data?)           (Name of Database?)        (Key Fields & Info.?)                                               the data?                     (Person
                                                                                                                                                                  Responsible?)
                                                              Student's District ID , Name OLL Secretaries,            Summer as      Teachers,
 14          PLATO                    PLATO                   and Scores                   Teachers, Facilitators      needed         Facilitators   As Needed   C. Lindo
                                                                                                                                      Teachers,
             Kindergarten             Kindergarten            Student's District ID, Name, Teachers, Reading                          Reading
 108         Assessment               Assessment              School, and Scores           Coaches                     3x a year      Coaches        As Needed   Reading Coach
                                                                                           OLL Secretaries,                           Teachers,
                                                              Student's District ID, Name, Teachers, Reading                          Reading
 109         LAPO                     LAPO                    School, and Scores           Coaches                     3x a year      Coaches        As Needed   Reading Coach
                                                                                        OLL Secretaries,                         Teachers,
                                                           Student's District ID, Name, Teachers, Reading                        Reading
 110     BRI                      BRI                      School, and Scores           Coaches                                  Coaches        As Needed     Reading Coach
                                                                                                                                 Teachers,
                                                           Student's District ID, Name, Teachers, Reading                        Reading
 111     PREP-K                   PREP-K                   School, and Scores           Coaches                   2x a year      Coaches        As Needed     J. Larson
                                                                                                                                 Teachers,
                                                           Student's District ID, Name, Teachers, Reading                        Reading
 112     PREP-1                   PREP-1                   School, and Scores           Coaches                   2x a year      Coaches        As Needed     J. Larson
                                                                                                                                 Teachers,
                                                           Student's District ID, Name, Teachers, Reading                        Reading
 113     PREP-2                   PREP-2                   School, and Scores           Coaches                   2x a year      Coaches        As Needed     J. Larson


         Department Name: Student Services
                                                                                                                                                              Who Assures Data
         Data Set         (Type        Data System             Type of Data Entered?                                             Who Modifies                     Quality?
Ref. #                                                                                     Who Enters the Data?       When?                        When?
                of Data?)           (Name of Database?)         (Key Fields & Info.?)                                             the data?                       (Person
                                                                                                                                                               Responsible?)
                                                                                                                                                when new
                                                      Student demographics,                                                      health         student
                                                      health history, health data,                                throughout     secretaries    health        health
         Student Health                               immunization records,              health secretaries &     the school     & school       information   secretaries &
 15      Record                   GWAEA Health System health notes, health plans         school nurses            year           nurses         is known      school nurses

                                                           student name, building,
                                                           teacher, visit date & time,                                             health
         Record of student                                 coomplaint type,                                       With each        secretaries                health
         visits to school health CRCSD Health Visits       intervention, contacts,       health secretaries &     student visit to & school    edit as        secretaries &
 16      offices                 Database (ACCESS)         outcomes, Medicaid codes      school nurses            health offices nurses        needed         school nurses

                                                           Medications administered to
                                  Medication               students, # Health Office
                                  Administration Report;   visits, immunization status,
                                  Monthly Health Office    health concerns, health plan
                                  report; Semi-Annual      developed, Medicaid billing,                                                     when              health
         Health Services          Health Office Report     and special health services health secretaries &                                 change            secretaries &
 17      Reports                  (EXCEL)                  provided per school          school nurses             monthly       Deb Kueter required           school nurses
                                                                                                                                            with
                                                           Staff name, school,                                                  Deb Kueter, changes in
         Staff training for CPR Building Responders        position, dates of CPR &      Deb Kueter, Sally        When training Sally       training          Deb Kueter,
 18      and First Aid          (EXCEL)                    First Aid training            Immerfall,               is completed Immerfall, dates               Sally Immerfall,
                                                      Student, staff visitor
                                                      emergency or injury at
                                                      school, name, ID, school,
                                                      grade,date,description of
                                                      incident and description and                         When reports
                              Variance Reports        location of injury, disposition                      received from
19   Variance Reports         (EXCEL)                 of injured.                     Deb Kueter           schools       NA          NA                   Deb Kueter
                                                                                                                                     With
                                                                                                                                     changes to
                                                                                                                                     training
     Staff with Bloodborne                          staff name, school, position,                                                    dates or
     Pathogens                                      training dates,                                        When staff    Deb Kueter; occupational
     Occupational             Bloodborne Pathogens consent/waiver for Hepatitis                            are offered   Sally       exposure             Deb Kueter;
20   Exposure                 (EXCEL)               B vaccine                     Deb Kueter               training      Immerfall   status               Sally Immerfall
     Staff Certification in   Medication                                                                                             When
     Medication               Administration        staff name, school, position,                          When training             changes
21   Administration           Certification (EXCEL) training dates,               Deb Kueter               is completed Deb Kueter occur                  Deb Kueter

                                                      Student name, ID#,
                                                      birthdate, race, insurance                           with each
                                                      status, Medicaid#, school                            student visit to
                                                      grade, reason for visit,                             Metro Care
     Student Visits to                                provider, procedures,                                Connection
     Metro Care                                       location of service,          MCC health             centers or       MCC Health when edit is
22   Connection               Clinical Fusion         disposition, referrals        secretaries            outreach sites Secretaries needed        Kim Rimmer

                                                                                                           When student      Counselors,
                                                                                                           identified as     nurses, at     When          Counselors,
                                                      Student name, ID#, at risk    Counselors, nurses, at meeting           risk staff,    change        nurses, at risk
                           At Risk Database           criteria, interventions,      risk staff,            criteria for at   administrato   noted or at   staff,
23   At Risk Interventions (ACCESS)                   provider, outcomes            administrators         risk              rs             review date   administrators
                                                                                                           For every 8th
                                                      Student name, academic                               grader going      counselors,                  counselors,
                              Career Plans Database   plan, career plan, post-      counselors, counselor on to high         counselors     annual        counselors
24   Career Plans             (ACCESS)                secondary options             secretaries            school            secretaries    updates       secretaries
                              IRIS (Immunization                                                                             Kim
                              Registry Information                                                                           Rimmer
                              System - Iowa           student demographics and                                               (MCC                         Kim Rimmer
     Immunizations            Department of Public    immunizations type and        Kim Rimmer (MCC                          Health         Monthly or    (MCC Health
25   Administered             Health)                 date                          Health Secretary)      Monthly           Secretary)     as needed     Secretary)

     Department Name: PACT
                                                                                                                                                            Who Assures Data
         Data Set         (Type        Data System            Type of Data Entered?                                             Who Modifies                    Quality?
Ref. #                                                                                   Who Enters the Data?       When?                         When?
                of Data?)           (Name of Database?)        (Key Fields & Info.?)                                             the data?                      (Person
                                                                                                                                                             Responsible?)
                                                                                                                             Counselor's
                                                                                                                             Secretary -
         Demographics                                                                  Counselor's Secretary -               J.          Registration
 26      Scheduling Reporting SASI                        Gifted & Talented            J. Wojtowics            Yearly        Wojtowicz Changes
                                                                                                                             PACT
                                                                                                                             Secretary,
                                  GWAEA Student                                        PACT Secretary,                       Building
 26      Demographics             System                  Gifted & Talented            Building Secretary      Fall & Winter Secretary
                                                                                                                             Counselor's
 26      Demographics             Centerpoint             Gifted & Talented            Building Secretary      Yearly        Secretary        ?
                                                          Access scores for student
                                  GWAEA Assessment        placement, data collection
 26      ITBS Scores              System                  purposes                     GWAEA                    Yearly               ?

         Department Name: K-8 Math
                                                                                                                                                            Who Assures Data
         Data Set         (Type        Data System            Type of Data Entered?                                             Who Modifies                    Quality?
Ref. #                                                                                   Who Enters the Data?       When?                         When?
                of Data?)           (Name of Database?)        (Key Fields & Info.?)                                             the data?                      (Person
                                                                                                                                                             Responsible?)
                                                                                                                               Math
                                                                                                                               Facilitator
         M.S. Math End of         Excel Spreadsheet                                                                            compiles
 30      Unit Assessment          Stored in Tele          Rubric Scores                Teachers                 At end of unit data            Periodically Math Facilitator
                                                                                                                               Math
                                                                                                                               Facilitator
                             District Assessment                                                                               compiles
 31      3/5 Math Assessment data base                    Rubric Scores                Teachers                 3x/yr.         data            End of year Math Facilitator
                                                                                                                               Math
                                                                                                                               Facilitator
                             Template that's                                                                                   compiles
 32      1/2 Math Assessment transferred to Excel         Rubric Scores                Teachers                 3x/yr.         data            3x/yr.

                                                                                                                                               When         Math & Reading
                                                          Beginning Reading/Math                                               Secretary,      students     Facilitators,
 33      K Assessment             On-line                 Skills                       Teachers                 3x/yr.         Teachers        move         Technology
                                                                                                                                                            Math
         M.S. Computation                                                                                                      Gregory                      Facilitator/G.
 34      Assessment               Student Scan Sheets     Computation Test Results     GWAEA                    3x/yr.         Dunn            3x/yr.       Dunn

         Department Name: Research Office
                                                                                                                                                                      Who Assures Data
         Data Set         (Type        Data System             Type of Data Entered?                                                     Who Modifies                     Quality?
Ref. #                                                                                       Who Enters the Data?        When?                             When?
                of Data?)           (Name of Database?)         (Key Fields & Info.?)                                                     the data?                       (Person
                                                                                                                                                                       Responsible?)


                                                                                                                                                        Any change    When data is
                                                           All Student Demographics;                                 Every time a new                   in the        submitted to
                                                                                                                     student enters
                                                           State Required Fields:                                                                       demographi    state we find the
                                                                                                                     school or
                                                           Enrollment Codes &                                        demographics for                   cs or state   errors that need
         Student Demographic                               Resident District; Special                                a student change:   Counselor      required      correcting.
 28      data                CenterPoint                   Ed.; Gifted and Talented       Counselor Secretary        address             Secetrary      information   Research office

                                 SWIS (web based           *major rules violations
                                 through U of Oregon) to   *location of violation *time of *counselor *facilitator
         Office referrals (PreK- be implemented fall       day *reason for the action      *principal *building                    *counselor
 36      5)                      2007                      *administrative response        secretary                 daily updates *principal           as needed     principal

                                                                                                                                                        Any change    When data is
                                                           All Student Demographics;                                               Counselor            in the        submitted to
                                                           State Required Fields:         Depends on which                         Secretary;           demographi    state we find the
                                                           Enrollment Codes &             data e.g., discipline,                   Principal;           cs or state   errors that need
         Student Demographic                               Resident District; Special     scheduling,                              Attendance           required      correcting.
 120     data                SASI                          Ed.; Gifted and Talented       demograhic                 daily updates Secretary            information   Research office

                                                                                                                                                        Any change    When data is
                                                           All Student Demographics;                                               Counselor            in the        submitted to
                                                           State Required Fields:                                                  Secretary;           demographi    state we find the
                                                           Enrollment Codes &                                                      Principal;           cs or state   errors that need
         Student Demographic                               Resident District; Special                                              Attendance           required      correcting.
 121     data                GWAEA K-12                    Ed.; Gifted and Talented       Principal's Scretary       daily updates Secretary            information   Research office

                                                                                                                                         No one.
                                                                                                                                         Data never
                                                                                                                                         changes
                                                                                                                                         from
                                                                                                                     Updated             original data
                                                                                                                     yearly with         received
         ITBS/ITED; DRP           GWAEA Assessment         All assessment data for                                   disc from           from Iowa
 29      Scores                   System                   CRCSD students                 GWAEA                      Iowa Testing        Testing       Never          Iowa Testing

         Department Name: Grades 6-12 Science
                                                                                                                                                     Who Assures Data
         Data Set         (Type        Data System            Type of Data Entered?                                          Who Modifies                Quality?
Ref. #                                                                                    Who Enters the Data?       When?                   When?
                of Data?)           (Name of Database?)        (Key Fields & Info.?)                                          the data?                  (Person
                                                                                                                                                      Responsible?)
                                                                                                                                                     Science
                                                                                                                                                     Facilitator,
         District Science                                 Student information                                                Technology              Teacher Review
         Multiple Assessments Excel, Centerpoint,         including ID and individual   District Science                     and Science             Committee, Chris
 37      for Grades 6-12      SASI                        student answers               Teachers                 3x's/year   Facilitator 3x's/year   Olsen

         Department Name: Food & Nutrition
                                                                                                                                                     Who Assures Data
         Data Set         (Type        Data System            Type of Data Entered?                                          Who Modifies                Quality?
Ref. #                                                                                    Who Enters the Data?       When?                   When?
                of Data?)           (Name of Database?)        (Key Fields & Info.?)                                          the data?                  (Person
                                                                                                                                                      Responsible?)
                                                          LN, FN, MI, ID#, DOB,
                                                          Phone, Ethnic Code,
                                                          School, Grade, HR,
                                                          Balance, Notes, Allergies,
                                                          F/R Status, Special
                                                          Programs, Contact Info,
                                                          Address, City, State, Zip,
                                                          Phone, Preferred
         Student Meal                                     Language, Input of            F&N Central Office                   F&N Central             F&N Central
 38      Program                  PS1000                  deposits.                     Staff                    ongoing     Office Staff ongoing    Office Staff

                                                          Daily Sales - Reimbursable
                                                          Meals, Ala Carte Sales,                                            F&N Central             F&N Central
 38      Point of Sale            PS1000                  Account Deposits              F&N Cashiers             ongoing     Office Staff ongoing    Office Staff
                                                          State Case#, Foster
                                                          License#, Household
                                                          Income, Household Size,
                                                          Admin Approval/Homeless
                                                          Designation, Release of
                                                          information in regards to:
                                                          Waived School Fees,
                                                          Cultural Programs,
         Application                                      Scholarships,                 F&N Central Office                   F&N Central             F&N Central
 38      Processing               PS1000                  Transportation, hawk-i.       Staff                    ongoing     Office Staff ongoing    Office Staff
                                                          LN, FN, Address, Phone,
                                                          Card#, City, State, Zip,
                                                          Building, Balance, Input of   F&N Central Office                   F&N Central             F&N Central
 38      Adult Meal Program       PS1000                  deposits.                     Staff                    ongoing     Office Staff ongoing    Office Staff
                                                                                                                             F&N                    F&N Secretary
                                                          Vendor #, Inv #, Inv Date,                                         Secretary &            & F&N
                                                          Acct #, Amt Due,                F&N Central Office                 F&N                    Accounting
 58      Accounts Payable         Mainframe               Description, PO#.               Staff                   ongoing    Supervisor ongoing     Supervisor



                                                          Monthly Reimbursement
                                                          Receivable, Monthly Sales                                          F&N
                                                          Revenue, Deferred               GWAEA Data Entry                   Accounting             F&N Accounting
 58      Financial Data           Mainframe               Revenue                         Clerk                   monthly    Supervisor as needed   Supervisor
                                                          LN, FN, School, Title,
                                                          Hours, FTE, Phone,
                                                          Address, DOB, Date of                                              F&N
                                                          Hire, Seniority, Base Rate                                         Secretary,             F&N Secretary,
                                                          of Pay, Longevity Pay,          F&N Secretary,                     Department             Department
 44      Employee Directory       Excel Spreadsheet       Certification Pay               Department Manager      ongoing    Manager    ongoing     Manager

                                                                                          F&N Central Office                 F&N Central            F&N Central
 107     Nutrikids                Stand Alone             Nutrient Info                   Staff                   ongoing    Office Staff ongoing   Office Staff

         Department Name: Building & Grounds
                                                                                                                                                    Who Assures Data
         Data Set         (Type        Data System            Type of Data Entered?                                          Who Modifies               Quality?
Ref. #                                                                                     Who Enters the Data?      When?                  When?
                of Data?)           (Name of Database?)        (Key Fields & Info.?)                                          the data?                 (Person
                                                                                                                                                     Responsible?)


                                                          Product description,
                                                          quantity, unit price, general                                      original
                                                          ledger account code,                                               requestor,
                                                          delivery address, requester                                        purchasing
                                                          name, date desired,                                                department
                                                          warehouse inventory item#,      original requestor,                and account            purchasing
         Purchasing,                                      in stock quantity, vendor       purchasing/warehouse               department             department and
         distribution, inventory Periscope E-             name-address-phone              department staff,                  staff as               accounting
  1      management              procurement system       number-contact person           accounting staff,    ongoing       appropriate ongoing    department staff
                                                                                                                                Buildings
                                                                                                                                and
                                                          Work order description,                                               Grounds,                   Buildings and
                                                          location, account number,                                             Business                   Grounds,
                                                          priority, dates, employee       Buildings and                         Services,                  Business
                                                          information, time cards,        Grounds, Business                     and                        Services, and
         Mainenance and                                   stock material costs, vendor    Services, and                         Accounting                 Accounting
         construction fiancial                            costs, time estimate, crafts,   Accounting                            Department                 Department
 46      and payroll data         Work Order System       and completion information      Department staff         ongoing      staff      ongoing         staff

         Department Name: Community Relations
                                                                                                                                                           Who Assures Data
         Data Set         (Type        Data System            Type of Data Entered?                                              Who Modifies                  Quality?
Ref. #                                                                                      Who Enters the Data?      When?                     When?
                of Data?)           (Name of Database?)        (Key Fields & Info.?)                                              the data?                    (Person
                                                                                                                                                            Responsible?)
                                                                                                              Yearly -
                                                                                                              adding new
                                                                                                              building
                                                                                                              volunteer/
         Building Volunteer/                                                                                  enrichment        Community                  Marcia Hughes
         Enrichment                                       School and home contact       Community Relations coordinators        Relations Change of        and Pat
 47      Coordinators             Access                  information                   Secretary             to list           Secretary information      Szymanek
                                                                                                              Every time a
                                                                                                              new volunteer     Volunteer/
                                                                                                              enters a          Enrichment
                                                                                                              building with     Coordinator
                                                          Purpose is to track           Volunteer/ Enrichment completion of     s and       Change of
                                                          volunteers active in schools; Coordinators and      volunteer         Community   information    Marcia Hughes
         District Volunteer                               school & home contact info, Community Relations disclosure            Relations   or departure   and Pat
 48      Database                 Access                  and disclosure card receipt Secretary               card              Secretary   of volunteer   Szymanek
                                                                                                                                            When
                                                          Request info on student                                                           placement is
                                                          (course, hrs, preferred         Request info: College    Prior to every           revised,
         Field Experience/                                school); Placement info         Contact / Placement      college term Community declined, or     Marcia Hughes
         Observation College                              (building and teacher where     info: Community          (Fall, Jan,    Relations cancelled      and Pat
 50      Student Placements       Access                  placed)                         Relations Secretary      Spring)        Secretary within term    Szymanek

                                                                                                                                             When
                                                                                                                                             notified of
                                                                                                                                             changes of
                                                          School activity/location,                                Spring prior to Community trip between Marcia Hughes
                                                          teacher, grade, #students,      Community Relations      next school     Relations teacher and and Pat
 51      Field Trip Scheduling File Maker Pro             date & time of trip             Secretary                year            Secretary site         Szymanek
                                                                                                                               When
                                                                                                                               resource
                                                 Resource contact info,                                When                    info is
                                                 topic, school/teacher                                 requested     Community revised or     Marcia Hughes
     Community Resource                          requesting, and scheduled       Community Relations   and           Relations presentation   and Pat
52   Speakers           File Maker Pro           presentation info.              Secretary             scheduled     Secretary rescheduled    Szymanek
                                                                                                                               Updates or
                                                                                                                               revisions
                                                 Purpose is for printing of                                          Community made when      Marcia Hughes
     Buildings, Principals,                      labels for various building     Community Relations                 Relations changes in     and Pat
53   Media Specialists      File Maker Pro       contacts                        Secretary                           Secretary staff occur    Szymanek
                                                                                                                               Whenever
     Master Catalog of                                                                                 On                      master's
     District-produced                                                                                 completion of Jo Ellen  status         Jo Ellen
54   Video Productions     Access                Title, date, length, location   Jo Ellen Johnson      new tape      Johnson   changes        Johnson
                                                                                                                               After annual
                                                                                                                               summer
                                                                                                                               inventory;
                                                 Brand, model, serial #,                               When new                whenever
     TV-Media equipment                          accesssories, repair                                  equipment is Jo Ellen   an item is     Jo Ellen
55   inventory          Access                   records, storage location       Jo Ellen Johnson      received      Johnson   repaired       Johnson

                                                                                                     Daily--
                                                                                                     whenever
                                                                                                     new meetings
                                                                                                     are requested              When        regional
     ICN schedule (for                           Date, time, location of sites Regional schedulers; for the ESC    Regional     changes are schedulers; Jo
56   ESC ICN site use)     (state-wide system)   for ICN sessions              TV-Media staff for CR ICN room      schedulers   requested   Ellen Johnson


                                                                                                                     Original
                                                                                                                     schedulers
                                                                                                                     have
                                                                                                                     change
                                                                                                                     rights for
                                                                                                       Daily--       their own
                                                                                                       whenever      entries; key             Jo Ellen
                                                                              Department               new meetings schedulers                Johnson -
     ESC room scheduling                         Meeting title, sponsor, date secretaries at ESC       are requested may change Daily as      checks for
57   calendar            MS Outlook              & times, location            (approx. 15 people)      for the ESC   anything     needed      errors
      Department Name: Technology Training
                                                                                                                                Who                   Who Assures
             Data Set               Data System           Type of Data Entered?         Who Enters the                                                Data Quality?
                                                                                                              When?            Modifies     When?
          (Type of Data?)         (Name of Database?)        (Key Fields & Info.?)         Data?                                                          (Person
                                                                                                                              the data?
                                                                                                                                                       Responsible?)
                                                                                                           when courses
                                                                                                           are                          When there
                                                                                                           scheduled,                   are name
                                                                                                           when people       Ann        changes;
      Record of                                      Name, demographic info,         Ann Nicholson, Pat    register, after   Nicholson when         Ann Nicholson
      professional                                   courses, dates, credit,         Mote and Bonnie       courses are       and Bonnie classes are and Bonnie
64    development              Old Staff Development completion                      Galbraith             completed         Galbraith  cancelled   Galbraith
                                                                                                           When
                                                        Name, demographic info,                            courses are       Ann
                                                        courses, dates,                                    completed for     Nicholson    When there Ann Nicholson
      Record of                Recertification          recertification credit,      Ann Nicholson and     recertification   and Tracy    are name   and Tracy
65    recertification credit   Database                 completion                   Tracy Leytem          credit            Leytem       changes    Leytem


                                                                                                                                     staff when
                                                                                                                                     they register
                                                                                                                                     for classes
                                                                                                                                     and update
                                                                                                           when courses              their
                                                                                                           are                       profiles, Ann
                                                                                                           scheduled,                and Bonnie
                                                                                                           when people staff, Ann    if changes
      Record of                                         Name, demographic info,                            register, after Nicholson are made to Ann Nicholson
      professional             New Professional         courses, dates, credit,      Ann Nicholson and     courses are and Bonnie course           and Randy
66    development              Development DB           completion                   Bonnie Galbraith      completed       Galbraith times, etc. Weger
                                                                                                           At the last
                               Zoomerang (and then      Course name, ratings, and                          session of a
67    Course Evaluation        put in Excel)            open ended comments          Course participants   class
                                                                                                           Two months
                                                                                                           after
      Course Follow up         Zoomerang (and then      Course name, ratings, and                          completing a
67a   Evaluation               put in Excel)            open ended comments          Course participants   class
      District cell phone      District cell phone                                                                         Laurel
68    numbers                  numbers                  Acct #/site/user/cell #      Laurel Bogers         July            Bogers    as needed Laurel Bogers

      District telephone                                phone #/set type/where and helpdesk/Laurel                           helpdesk/La             helpdesk/Laurel
69    numbers                  Phone DB                 how # rings                Bogers                  as needed         urel Bogers as needed   Bogers
                                                   First & Last
                                                   names/title/location/year of                                     Laurel
70   Student/Staff names Active Directory          graduation/Student IE #        Laurel Bogers       as needed     Bogers       as needed    Laurel Bogers
     District Long distance                        Staff name, location, blg                                        Laurel
71   code                   ecas                   acct #, phone #, ld code       Laurel Bogers       as needed     Bogers       as needed    Laurel Bogers

                                                                              Technicians Customer
                                                                              Service/Field Support                 Same as
                                                   Asset Tag #'s Work         Supervisor Other                      those that
72                         Tech Jobs               Requested Staff Requesting Technology            Daily           can enter    Daily        Vicki Genkinger
                                                   Asset Tag #'s Serial
                                                   Numbers of tracked         Technicians Customer
                                                   equipment Date of          Service/Field Support                 Same as
                                                   Purchase PO purchased on Supervisor Other                        those that
73                         Tech Hardware           Warranty Expriation        Technology            Daily           can enter    Daily        Vicki Genkinger

                                                   Dept's Asset Tag #'s Serial Technicians Customer
                                                   #'s Extension #'s Physical  Service/Field Support                Same as
                                                   Locations Acquired Date     Supervisor Other                     those that
74                         Phone Hardware          Warranty Expiration         Technology            Daily          can enter    Daily        Vicki Genkinger
                                                                                                     Whenever we
                                                   Qty Purchased Vendor                              purchase any
                                                   Purchased From PO # and                           licenses or    Vicki        Weekly on
75                         Software Licenses       Pricing Sold to Info        Vicki Genkinger       sell any       Genkinger    average      Vicki Genkinger
                                                   Current Purchasing Info for
                                                   Technology related                                Anytime
                                                   equipment that buildings                          something      Vicki        Monthly on
76                         Hardware Purchasing     can buy                     Vicki Genkinger       changes        Genkinger    average      Vicki Genkinger
                                                   Software Titles Software
                                                   Publisher Staff making      Requesting staff                     Software                  Robert Brooks
77                         Software Testing        requests                    Technology Personnel Daily           Testers      Daily        Richard Woods

     Department Name: Human Resources
                                                                                                                       Who                    Who Assures
           Data Set            Data System           Type of Data Entered?           Who Enters the                                           Data Quality?
                                                                                                         When?        Modifies    When?
         (Type of Data?)     (Name of Database?)        (Key Fields & Info.?)           Data?                                                     (Person
                                                                                                                     the data?
                                                                                                                                               Responsible?)
     Employment history                                                                                             HR
78   (per employee)        Typed on BINN cards     dates, jobs, salary            HR secretaries      daily         secretaries daily         HR secretaries
     Record of each
     employee's salary-
     driven professional                           Name of course, date,                                            HR
79   development           Typed on BINN cards     amount of credit               HR secretaries      daily         secretaries daily         HR secretaries
      Employee absences
80    per contract        Mainframe                   type of leave   key entered GWAEA        daily   Payroll   daily   Payroll, HR
                                                                      HR, Payroll, Benefits,
81    Contractual Data    Schedule C contracts                        GWAEA                    daily   Payroll   daily   Payroll, HR
82    Contractual Data    Short term contracts                                                 daily   Payroll   daily   Payroll, HR
83    Contractual Data    evaluation data                                                      daily   Payroll   daily   Payroll, HR
84    Contractual Data    insurance data                                                       daily   Payroll   daily   Payroll, HR
85    Contractual Data    disability data                                                      daily   Payroll   daily   Payroll, HR
86    Contractual Data    Work comp data                                                       daily   Payroll   daily   Payroll, HR
87    Contractual Data    Timesheets                                                           daily   Payroll   daily   Payroll, HR
                          Other Professional
88    Contractual Data    Development                                                          daily   Payroll   daily   Payroll, HR
89    Contractual Data    Personnel files                                                      daily   Payroll   daily   Payroll, HR
90    Contractual Data    Background checks                                                    daily   Payroll   daily   Payroll, HR

                          Applications for internal
                          employees for leaves,
91    Contractual Data    job-share, transfer                                                  daily   Payroll   daily   Payroll, HR

                          Data on long term subs
92    Contractual Data    and pay rate & history                                               daily   Payroll   daily   Payroll, HR
                          Employee work days
93    Contractual Data    calendars                                                            daily   Payroll   daily   Payroll, HR

                          Registration, tracking,
                          grading, issuing credit
                          for professional
94    Contractual Data    development (in district)                                            daily   Payroll   daily   Payroll, HR
                          List of approved
                          courses for salary
95    Contractual Data    change                                                               daily   Payroll   daily   Payroll, HR
                          Level I and II abuse
96    Contractual Data    investigations                                                       daily   Payroll   daily   Payroll, HR
97    Contractual Data    Phone trees                                                          daily   Payroll   daily   Payroll, HR
                          Early separation data
                          (who, when, years of
98    Contractual Data    service, etc.                                                        daily   Payroll   daily   Payroll, HR
                          ePortfolios of new
99                        teachers
                          Data for costing
100                       bargained settlements
101                       ID Badge data
                                                                                       monitored by HR
 102                              School Stream                                        secretaries
                                                          application data (in spreadsheet form)
 103                              United Way pledges
                                  Substitute teacher &
                                  associate employment    when/where, for whom         GWAEA, SEMS, HR
 104                              data                    subbed                       secretary

         Department Name: Office of Learning & Leadership
                                                                                                                                                     Who Assures Data
         Data Set         (Type        Data System            Type of Data Entered?                                       Who Modifies                   Quality?
Ref. #                                                                                  Who Enters the Data?      When?                    When?
                of Data?)           (Name of Database?)        (Key Fields & Info.?)                                       the data?                     (Person
                                                                                                                                                      Responsible?)


                                                          Student Name, Parent
                                                          Name, Address, Home
                                  Elem, MS, HS Permits    School, Requested School,
114      Permit requests          (Excel)                 Grade, Reason for request OLL                        Ongoing    OLL            Ongoing     OLL

                                                          Student Name, Parent
                                                          Name, Address, Home
         Alternative Kdgn                                 School, Requested School,
115      Referrals                AK Referrals (Excel)    Grade, Reason for request OLL                        Ongoing    OLL            Ongoing     OLL
                                                          Account balances for
                                                          Administrative Travel
         Administrative Travel Administrative Travel      monies, date of request,
116      Reimbursement         (Excel)                    amount requested          OLL                        Ongoing    OLL            Ongoing     OLL
                                                          Student Name, Parent
                                                          Name, Address, Home
                                                          School, Requested School,
                                  Summer School           Grade, F/R status, SE
117      Summer School            (Access)                status, fees              OLL                        May/June   OLL            May/June    OLL

         Summer School       Summer School Payroll Teacher name, payroll date,
118      payroll             (Excell)              rate of pay, benefits, totals OLL                           May-July   OLL            May-July    OLL
         Archived student                          Student transcripts & health
119      records             PaperVision           records                       Advantage                     Ongoing    OLL            Ongoing     OLL
                                                   Suspension/Hearing/TAP
 120     Student Suspensions Discipline Database   Classroom information         School Personnel              Ongoing    OLL            As Needed   OLL

								
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