| 1. Students and Staff
incorrectly recorded in SACS There are currently around 3000
'exceptions' in the data warehouse. An 'exception' arises when, say, a
student is recorded twice; once with one EdID, and once with another. These
are the most common exceptions in SACS at present:
1.
Student’s duplicate EdID: EdID recorded in the Data Warehouse
twice, for different students
2.
Invalid Date of Birth: Date of Birth outside of normally
accepted range
3.
Student’s duplicate details: Same student recorded twice in
Data Warehouse
4.
Staff duplicate Remus ID: Staff Payroll number recorded in
Data Warehouse twice, for different people
5.
Multiple student enrolment: Same student recorded more than
once in a number of schools
There are over 500 instances of the ‘Student’s duplicate details’
exception at present. To avoid this problem, make sure you check the Data
Warehouse to see if the student has been enrolled previously in a Tasmanian
state school, then transition them in, instead of re-enrolling them. Please
ensure that staff who enrol students in SACS are aware of this necessity.
A ‘Student duplicate EdID’ exception arises when the Data Warehouse
thinks there are two different students with the same EdID. This usually
happens when a student changes their name after enrolling in a new school.
(The Data Warehouse matches names for both the new school and the school
they left). Instances of a student changing their name should not be common
- the name recorded in SACS should be the one on their birth certificate, or
the one they have officially registered.
Staff details recorded in SACS should exactly match the details recorded
on the payroll costing report. If the name on the payslip is incorrect, they should
contact the District Office to change it. Ensure that you enter or amend the
SACS details to match the pay details. Use the full first name in SACS - in
other words put "Elizabeth", not "Liz" for the Given name, and ensure that
the Initial is the first intial, "E" not "L" in a case such as this. There are currently
around 350 instances of this type of discrepancy between SACS and Remus (the
payroll system).
For those recorded in SACS who are not departmental staff (e.g. tradespeople
recorded for the purpose of providing keys), the tick box ' Non Dept. Staff'
should be used to prevent the names being matched with the Remus system.
|
