document resume ed 129 487 rc 009 439 no. 33.00 ... · build a basic computerized system for...

DOCUMENT RESUME

ED 129 487 RC 009 439

TITLE Bureau of Indian Affairs Student Enrollment SystemDesign Plan. Research and Evaluation Report SeriesNo. 33.00.

INSTITUTION General Services Administration, Region 7, Ft. Worth,Tex.

SPONS AGENCY Bureau of Indian Affairs (Dept. of Interior),Washington, D.C.

REPORT NO PER-33.00PUB DATE Feb 75NOTE 83p.

EDRS PRICE MF-$0.83 HC-$4.67 Plus Postage.DESCRIPTORS *American Indians; *Computer Oriented Programs; *Data

Processing; Flow charts; *Information Systems; InputOutput; *Program Design; Records (Forms); *StudentEnrollment; Student Records; Systems Development

IDENTIFIERS BIA; *Bureau of Indian Affairs

ABSTRACTThe Student Enrollment System (SES) is an attempt to

build a basic computerized system for collecting, storing, andreporting authorized data on all students attending Bureau of IndianAffairs (BIA) schools. This authorized data would include: thestudent's personal attributes--name, sex, address; current schoolinformation--school code, grade, enrollment type, enrollment data,bus route, etc.; termination information-transaction date and code;prior school information--school code; birth information--date,verification, and location; relationships; tribal information--homeagency, primary and secondary tribal affiliations and degree ofIndian blood; and additional identification codes--family andenrollment/census numbers. SES system application programs will bewritten in the COBOL programming language. In order to ensure filesecurity, all disk/tape files necessary to maintain the system willbe located at the U.S. Geological Survey - Computer Center Divisionin Washington, D.C. Primary objective of this plan is to provide theBIA with general time, cost, and resource information needed todesign, implement, operate, and evaluate the SES system. This designplan covers the input/output documentation, general program logic,edit criteria, general system functional flow, file descriptions, andimplementation plan. (NQ)

***********************************************************************Documents acquired by ERIC include many informal unpublished

* materials not available from other sources. ERIC makes every effort ** to obtain the best copy available. Nevertheless, items of marginal ** reproducibility are often encountered and this affects the quality* of the microfiche and hardcopy reproductions ERIC makes available* via the ERIC Document Reproduction Service (EDRS) . EDRS is not* responsible for the quality of the original document. Reproductions ** supplied by EDRS are the best that can be made from the original.***********************************************************************

Research and Evaluatton Repo lt

co BUREAU OF INDIAN AFFAIRS

STUDENT NROLLMENT SYSTEM

DESIGN PLAN -

Compiled By

Series No. 33.00 \

U SDEPARTMENT OF HEALTH.EDUCATION

&WELFARENATIONALINSTITUTE OF

EDUCATIONTHIS

00CUMENT HAS BEEN PEPPO-OUCE0 ExAC TLY AS

PECEIVE0 FROMTHE PEPSON..OP

ORGAN$ZAT1ON OPICON.AT,NG IT

POTNY5Or VIEW OPOPINIONS

STATE() 09 NOTNECESSAPILY PEPRE

SENT OcrICIAL NATIONAL

INSTITUTE OPEOUCATION POSITION OP POLICY

GENERAL SERONVICES ADMINISTRATIONREGI 7

FORT WORTH, TEXASFEBRUARY 1975

Z\

FOR'--BUREAU OF INDIAN A.FFAMGRAMS

S:) OFFICE OF INDIAN EDUCATION PROe) INA.SHINGTON, DC 20245

2 .

UNITED STATES DEPARTMENT OF THE INTERIORRogers C. B. Morton, Secretary

BUREAU OF INDIAN AFFAIRSMorris Thompson, Commissioner

OFFICE OF INDIAN EDUCATION PROGRAMSClennon E. Sockey, Director

INDIAN EDUCATION RESOURCES CENTERWilliam J. Benham, Administrator

DIVISION OF EVALUATION, RESEARCH, AND DEVELOPMENTThomas R. Hopkins, Chief

Charles V. BurnettStudent Enrollment System Project Director

Indian Education Resources CenterP.O. Box 1788

123 Fourth Street, SW.Albuquerque, New Mexico 87103

3

BUREAU OF INDIAN AFFAIRS

STUDENT ENROLLMENT SYSTEM

DESIGN PLAN

FEBRUARY 1975

4

TABLE OF CONTENTS

PAGE

I. SYSTEM DESCRIPTION

A. Introduction1

B. Background2

C. System Goals3

D. Summary System Design4

II. INPUT/OUTPUT DOCUMENTATION

A. Input Forms

B. Output Forms/Reports

C. Input/Output Document Summary

D. Document Flow Charts

E. Computer Output MicroformAnalysis and Recommendations

6

10

22

26

33

III. GENERAL PROGRAM LOGIC

A. Data Manipulation Programs 42

B. Report Programs44

C. File Maintenance P7,7-ograms45

IV. EDIT CRITERIA

A. Pre-Edit Process46

B. Update Edit Process49

C. Special Conditional Checks 50

D. Input File Processing Order 56

5

PAGE

V. GENERAL sysTEM FUNCTIONAL FLOW 57

VI. FILE DESCRIPTIONS 59

VII. IMPLEMENTATION PLAN 73

I. SYSTEM DESCRIPTION

A. INTRODUCTION

At the request of the Indian Education Resources Center,(IERC) Albuquerque, New Mexico, this Design Plan has beenprepared by the General Services Administration, AutomatedData and Telecommunications Service, Fort Worth, Texas.

The primary objective of this plan is to provide the Bureauof Indian Affairs with general time, cost, and resourceinformation needed to design, implement, operate, andevaluate the Student Enrollment System as previously definedby the IERC office. More specifically, the scope ofactivities under this agreement provides for:

A basic development plan displaying event/time/cost,and resource information at detailed task levels.(Note: this has been forwarded to IERC under separatecover)

. The identification of necessary implementationmaterials design of input/output forms, document/system flows, file definitions/layouts, etc.

. Creation of a basic computerized system to collect,store, and report authorized data on all studentsin the BIA school system.

. The identification of Analyst/Programner(s) logicalsteps in meeting project goals, thus assuring effectivecontrols for mutual understanding during all phasesof development. As development tasks are completed,this plan may re'quire refinements as more specificinformation emerges. These refinements will beincorporated in a timely fashion based on closecoordination between BIA and GSA.

7

1

B. BACKGROUND

The period from September 18, 1974, through January 17, 1975,was invested in coordination, detailed analysis, and documentationof accumulated information. This included:

System goals (as specified by IERC, Albuquerque)

. Source document design and creation

. Rep6rts:

School Level Student Rosters

IERC Level Statistical Outputs

ADP System Integrity

Operational plan

. ADP system design

The GSA development team extends their gratitude to theIERC office for its assistance, review, and suggestionsduring all phases of this plan.

C. SYSTEM GOALS

The Student Enrollment System is an attempt to build abasic computerized system for collection of authorizeddata on all students attending BIA schools. This dataincludes the minimum necessary to identify each Taldent:

1. Personal Attributes - name, sex, address, etc.

2. Current School Information - school code, grade,enrollment type, enrollment data, bus route, etc.

3. Termination Information - transaction date and code

4. Prior School Information - school code

5. Birth Information - date, verification, and location

6. Relationships

7. Tribal Information - home agency, primary andsecondary tribal affiliations and degree ofIndian blood

8. Additional Identification Codes - family andenrollment/census numbers.

Security of student data is a vital factor influencing.preliminary system design and subsequent phases of development/implementation. For this reason, GSA has and will continue tocollaborate closely with BIA to insure all necessary datacontrols and system security measures are considered.

Flexibility to add new data elements or new records withminimum reprogramming and file reconstruction are alsoimportant design objectives.

9

- 3-

D. SUMMARY SYSTEM DESCRIPTION

SES system application programs will be written in the COBOLprogramming language, and operated on the U. S. GeologicalSurvey - Computer Center Division owned IBM 360/65 computerin Washington, D. C. Likewise, all disk/tape files necessaryto maintain the system will be located at this installation.This environment is capable of providing all necessary measuresto ensure file security.

Four major independent processing steps are envisioned:

. Data Pre-edit

. Master File Updating

Reporting

Supportive File Maintenance

Data for the system will be submitted via the postal serviceby representatives from various schools to the IERC. Primaryresponsibility for validity of data submitted will rest on

the school representatives. IERC personnel will performspot checks on the incoming data to ensure compliance withcoding conventions. There will be instances when IERCpersonnel, after conferring with proper school representatives,will have to either correct data or enter additional data.

The data is then forwarded to the Administrative ServicesCenter (ASC) in Albuquerque. Here it will be collected bykey-to-tape processing and transmitted, via telecommunicationtransmission, to the USGS IBM 360/65 in Washington. The

above two tasks, along with application program runs,willbe accomplished by the ASC's in-house Mohawk 2400 computersystem, and the Federal Telephone System (FTS) voice gradetelecommunication network.

Output data and reports will be obtained, via telecommunicationtransmission, on the ASC Mohawk 2400 magnetic tapes or

on-line printer. Data and/or reports received on magnetictape can be printed at a later period either on the ASCMohawk 2400 or CDC 3170 computers. Output to be contained

on microfiche must be recorded on magnetic tape for COM

processing. The IERC, at a future date, will coordinatetheir own contracting for COM services.

set

10-4-

After all reports have been collected, printed, or microfiched,they are sent to the IERC. They will then be distributedto the schools or other destinations as required.

When data errors have been found through the pre-edit, updateor special programs, respective error reports will be producedand forwarded to the IERC. Personnel from IERC will beresponsible for reconciling the errors, coding the corrections,and submitting them in the next update cycle.

Schools will submit available student data on weekly cycles.Machine update processing will be on the same weekly cycles,with additional update runs on an as-demand basis. Normalcomputer output reporting will be on monthly cycles, year-end,and as-demand basis.

Supportive file maintenance will be performed on an as-demandbasis.

1 1

-5-

II. INPUT/OUTPUT DOCUMENTATION

A. INPUT FORMS

The following forms were designed as standard pre-printedinput documents:

1. Student Enrollment Form

2. SES Change Form

3. Monthly Absences Form

fn addition, two computer output listings will be used forinput as well as output documents:

1. Student Roster - Students Completing Highest Levelof Instruction

2. Student Roster - Anticipated Enrollment

Complete descriptions of pre-printed forms are presented inthe User's Manual - - the two computer printed listingsare described below:

Student Roster - Students Completing Highest Levelof Instruction - This is a listing printed near theend of the school year. It shows only students whoare expected to complete the highest level of instructionat their respective schools. A blank field is printedin which the school code is entered for the next schoolthe student is expected to attend. Original copiesare submitted to the IERC for further processing. New,

or anticipated, school codes will be used in producingthe Anticipated Enrollment Roster discussed below.

. Student Roster - Anticipated Enrollment - This isa listing printed after year-end update processinghas been completed. These listings are mailed tothe schools to serve a dual purpose - to show whatstudents are expected to re-enroll at each school,and to be used as an input document reflecting whichstudents did not return ("No-Shows") to their previouslyspecified schools. These "No-Shows" are simply linedthrough in yellow on the original copy which is thensubmitted to the IERC for further processing.

- 6 -

1 2

211

206

ST

III III I I I I i___L__1__1 1 1 1 1I I 1

SUBMITTINGSCHOOL CODE

STUDENT ENROLLMENT FORM

9191919 1919FILE NUMBER

STUDENT IDENTIFICATION100

1[11111111 LI .1 11111)1)1111iSURNAME (LAST OR FAMILY)10? 104

} I I I I 171 11111111 IFIRST MIDDLE SUFHO

106

.SEX

11.11t1,,,11',1,111(111«li111111111111HomE ADORESS (STREET. P.0 BOX. ETC.1112 1I

[ST1 1

11011. CURRENT SCHOOL INFORMATIONtva

r

LLI . 11 1-i

I JillSCHOOL CODE ENTRY 0ATE IMODYYR)

124

NOP

,

1 IS

1 1 1

ZIP CDDE

121

1

ENTRY TYPE

ADM cRIT COMP CODE

GRO/ YR126

) ,BUS ROUTE

STD TYPE127

BUS STOPTERMINATION INFORMATION (WITHDRAWAL/TRANSFER/GRADUATE)

.130

F 1G DATE INIDDYYR)

PRIOR SCHOOL INFORMATION140

13.2

1 1

W/T/G CODE

SUDMITTING OATE

I 1 1 I 1 1 1 1 1 1 1 1 I 1 1 I 1 1 _[ 1 1 1 1 1 1PRIOR SCH CDOE PRIOR SCH NAME

BIRtH INFORMATION200 202 204

I ) L I FIII III 1111111DATE OF BIRTH IMO.DYYR) VERIFY CODE PLACEC1TY

RELATIONSHIPS (PARENTS OR GUARDIAN)210

I I IILAST NAME215

I ILAST NAME220

1 1 1 1 1 1 1 1 1 1FIRST216

1111 I ILI 11 I I I 1FIRST

'11)1)1)1 III))) I 111111)1)1'11 II ) 1 IADORESS !STREET, P 0 BOX. ETC 1222

1 1 1 1 1 1 1 1 1 1

CITY

TRIBAL INFORMATION230

1 I I

I I I I

HOME AGENCY

232

1 1 1

PRIMARY TRBLAFFIL

224

ST

234

226

1 1 1 1

ZIP CODE

SECND TRBLA FFIL

IDENTIFICATION NUMBERS (IF KNOWN)240 242

1 1

A M1LY ND1 1 1 1 1 1 1 1

ENROLL/CENS NO

1 3

236

DEGREEBLOOD

226

1 1

PHONE NO,

212

I I IRELSHP217

1 1EI-5HP

BIA-SES FORM IA -

01-

II -1 1 I

1

SUBMITTINGSCHOOL CODE

STUDENT ENROLLMENT FORM

11111FILE NUMBER

STUDENT IDENTIFICATION100

1 1 1 1 1 1 1 1 1 1 1 1 1 11111111111 1SURNAME (LAST OR FAMILy1102 104 106

1111111.11_FiRST

11111111MIDDLE

I I

SUF

10B

SEXlb°r

L 1 i 1 1 I 1 1 1 1 1 1 1 1 1 1 1 I 1 1 I 1. 1 11111111HOME ADDRESS !STREET. P 0 BOX. ETC.I.112

1 1 1 1 1 1 t 1 I F1CITY ST

1111111111b CURRENT SCHOOL

1iJ I -SCHOOL CODE

116

111fZIP CODE

INFORMATION120 1.11

r11,11,_I LI I ,

ENTRY DATE 1460.0Y-YRI ENTRY TYPE124 125,

1--1-

i

GRO/YR126

STO TYPE127

.40m CR1T COm-1; CODE BUS ROUTE BUS STOP

TERMINATION INFORMATION (WITHDRAWAL/TRANSFER/GRADUATE)130 132

1 1

11 Iw TG OATE IMOOyyR) W/T/G CODE

PRIOR SCHOOL INFORMATION140

/-1 1 IPRIOR SCH COOE

BIRTH INFORMATION,200

1 1 1 1

DATE OF BIRTH IMOOYYRI

1

J111111PRIOR SCH NA ME

202

VERIFY COOE

SUBMITTING DATE

11j1 111_1_111111111 11111

12.411111111111111PLACECITY

bill. RELATIONSHIPS (PARENTS OR GUARDIAN)

4

6

7

.210

1-1 1 1 1 1 1 1 1 1 1 1 1 1 I 1 1 1 1 1 1 1 1 1 1

LAST NME215

211

206

ST

1111111111FIRST216

1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1

LAST NAME FIRST220

I. 11 1 11 II J; III! 111111111 1J I 1 1 11 II 11 IADDRESS (STREET. P 0 BOx ETC I22,4

1 1111111111111CITY

TRIBAL INFORMATION230

1111-HOME AGENC

232

111PRIMARY TRBL

AFFIL

224

ST

234

226

ZIP CODE

1

1 1 1

SECNO TRW-AFFIL

IDENTIFICATION NUMBERS (IF ZNOWN)1240

I 1 1

FAMILY NO

242

1 1 1 1 1 I 1

ENROLL/CENS NO.

14

236

DEGREEBLOOD

221

11PHONE NO.

III

212

11RELSHP217

7A

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B. OUTPUT FORMS/REPORTS

The following examples show the various reports producedfrom the SES. As indicated in Section II-A, some of theoutput reports serve also as input documents. One additionaloutput report the Student Record - is not in itself aninput document, however, it is used in conjunction with aninput process. Whenever a change occurs to a student'sdata, this change is annotated on the Student Record andrecorded on the SES Change Form. The SES Change Form issubmitted to the IERC for further processing. The annotatedStudent Record is retained at the school. An updatedStudent Record is produced from the computer update runand returned to the school, replacing the old StudentRecord.

Refer to Section II-C for further information on allinput/output documents.

1 7

- 10-

BIA STUDENT ENROLLMENT SYSTEM

AB

ER

DE

EN

AR

EA

STUDENT ROSTER BY AREA/NAME

AS OF DEC 31, 1975

FILE

DATE OF

STUDENT

SCHOOL

ENTRY

cto ******* **Dor*

svInFNT Now

********

NUMRFP

SFY

RTPTH

TYPF

GPADF

CQflF

rIAIF

_AD A.MLT_t_BEVERLYAIVN---------------6..7.R1et6--E--a6=2-4-'-t6R--D-y---anJ--Aal-"-Lai"CL9=Q1'75

W/T/G

W/T/G

rnnF

neTE

ADAMS, JOHN M.

KAIHRYN

134375

5a41.5QQ

M M

10 ..-24

II -Ac -5A

02 ...27 .68

DY

RDDY

KO1

A01-04

09-01-75

G13

A01..08

11 -13 -75

G01

A01-04

09 -01 .75

TNS

12 -22 ...7E

ASTER, DAVID P. III

123767 I

II

BENJAMIN, JACKIE KAY

000202

12-01-68

DY

D01

A01-04

0901-75

---___ROPPER, MICE JUNE

n02412

F-

Pl-17-62

MR

flf

An1-06

011-29-ic

BOTTOMLY, CYNTHIA ANN

037604

E06-30-69

DY

KO1

A0104

09-0175

IAM CHARI F S 1

JR

90cAl?

117-A1-711

NR

Knt

AP-D1-7S

BUTTERFIELD, JULIE ROSE

,431056

'0?91?9

12-23-70

DY

KO1

A01.-04

09...01-75

RHWALER1 BUFORD T.

09-14-r,R

HD

610

Ant-n6

PR-29-75

CARR, GLEN OWEN, JR

630452

08-24-68

NB

601

A01-04

09.-01-75

R87754

nR-1n-67

ny

C,fll

Anl-n4

AP-fll-76

WM

tn-11-7c

CASTER. ELI7ABETH JOYCE

044044

11-01-59

DM

609

A01-06

12-05-75

------CHRIMANSONt_BETTY JO

675f1.38

08-36-69

DY

K01__-_AD1=84_09-01r2C

CONNER, FRANK WELDON II

289635

10-16-70

KO1

A01-04

09.-111-75

WDL

0923*7E

Di

CONNER* MORIA DIANF

5554h6

En4-10-69

NR

Kni

Anl-n4

nq-01-7s

ICONWELL, DOUGLAS PATRICK

134267

12-09-69

DY

KO1

A01-04

09-01-75

GRANT, BOB G.

762014

n1-?3-57

DM

GI?

Ani-OR

GRn

1200..7c

CO

I

JONES, BETTY LYNN

532198

0905-68

DY

GO1

A01-04

09...0175

JONESt CHARLES ROBERT, JR

009599

n?-o1-55

PT

GI4

n9-n9-79

JONES, CYNTHIA ANN

044022

09-28-58

DY

G11

A0106

10-01-75

TNS

10-19^.7E

KAEMMERLING, ANNA SUE

876589

11-11-68

DY

GO1

A01-04

09-01-75

KAYSER, ALBERT BRENT

220681

12-06-68

OY

GO1

A01-04

09-01-.75

SITTfR. RANDOLPH GRANT II

445360

_01-01-418

DY

GO1

A01-04

09-01-75

NSH

09-I5-7c

SOUTHARD, SUSAN SHELLY

333922

10-02-63

NB

605

A01-06

08-29-75

WILSON, REBECCA MIDDLETON

389212

02-22.-67

NA

601

A01..04

09-01-75

WOOLEY, WILLIAM WILBERT III

400850

1220-.66

DY

603

A01-06

11-03-75

TOTAL IN MEMBERSHIP STATUS FOR AREA

1121

TOTAL IN W/T/G STATUS FOR AREA

27

PTA SIHDFNT FNRIULMFNT 5y5TFM

MONTHLY ENROLLMENT REPORT - ELEMENTARY ANO

SECONOARy

AHFROFFN APFA

FOR SEP 1975

******* OAY STUOENTS ***pit***

***** BOAROING STUOENTS *****

**** DORMITORY STUOENTS *****

****** TOTAL STUOENTS *******

AV DIY

AV DLY

FOhi

TO-OATF

AV DIY

AV Dly

FflM

TD-DATF

AV DIY

AV nty

Rim

Tn-nATF

MI DIY

AV nty

Fmk

Tn-nATF

ATTU

MEMB

MEMB

ENRL

ATTO

MEMB

MEMB

ENRL

ATTO

MEMB

MEMB

ENRL

ATTO

MEMB

MEM8

ENRL

CHFvFNNF RIVFR AGFAIry

BRIEST-fLitiLY_S.C1111.01

244.6.

26.R

79

29

24.6

26.A

29

214

CHFRRY CRFFK DAY SCH001

105.1

)14.n

1?3

174

Inc.1

114.n

121

124

CHEYENNE-EAGLE BUTTE SCH001

571.5

971.7

57?

971

98.0

101 R

Ini

inl

6Fg.s

671-7

&73

676

TOTAL FOR AGENCY

701.2

714.5

724

726

9g 0

101 R

11)1

Inl

799.7

R17.5

R25

R2g

FORT BERTHOLD AGENCY

MANOAREE DAY SCHOOL

102.0

104.0

104

104

102.0

104.0

104

104

RUNNING OEER BOARDING SCHOOL

76.5

81.3

87

89

54.0

57.0

57

57

130.5

138.3

144

146

TOTAL FOR AGENCY

102.0

104.0

104

104

76.5

81.3

87

89

54.0

57.0

57

57

232.5

242.3

248

250

TOTil FOR AREA

1101.2

818.5

F128

Liln

174.0

12'1.1

1R R

1s4-n

51-0

57

57

NOTE:

Totals for Bureau on

separate page

ai

STUPEmT EmROLLHEMT SYSTEN

MONTHLY ENROLLMENT REPORT - ELEMENTARY AND SECONDARY

ABERDEEN A,REA

FOR SEP 1975

**** NON-BUREAU

AV DIY

DLY

STUDENTS "1**

EOM

SCHOOL

ATTD

_AV MEMB

TO-DATE

MEMB

ENRL

CHERRY CRFEK DAY SCHnOL

0_9

222.n

2_8

1_0

222 A

3_8

1

222

1

223

rHFYFNMF-FilfiLF RUTTF SCHnnl

MAND4PEF DAY SCHOOL

33

TOTAL FOR AREA

225.7

226.6

226

227

Ci

NOTE:

Totals for Bureau on separate page

B1A STUDENT ENROLLMENT SYSTEM

MONTHLY ENROLLMENTREPORT - POST-SECONDARY

FOR SEP 1975

umoosiutkoo*

scH

nm*****************op

AV DLY

gctAli___

EOM

TO-DATE

ME_____ENR)

HASKELL INDIAN JUNIOR COLLEGE

1142.8

1124

1154

SOUTHWESTERN INDIAN POLYTECHNIC

INSTITUTE

310.8

509

586

INSTITUTE OF AMERICAN INDIAN

ARTS

93.3

102

115

TOTAL FOR BUREAU

1546.9

1735

1855

e

YEAREND ENROLLMENT REPORT

ELEMENTARY AND SECONDARY

FOR 1975-76 SCHOOL YEAR

CHEYENNE RIVER AGENCY

0:E9ps, cREFK, nay srmrinL

-GRADE

s8

K1ST

2ND

3RD

4TH

5TH

6TH

7TH

1.TH

9TH

10TH

11TH

12TH

TOTAL

AV

Pni

Y N

IRM

A11

AENDYR

mEMB

12

TO-nATF ENPL

11,

112

IA 0

15

16

16

16

14 R

lc 5

IQ A

15

12

16is

2020

1q.A

11 8

19

12

21

171.8

125

136

BOARDING STUDENTS

AVR DLY HEMS

FAInyr?

MFMR

TODATE ENRL

AV

P n

t Y M

FM

RI

ENDYR

HEMS

Tn-nATF FAIR!

TOTAL STUDENTS

AVR DLY MEMB

11.8

13.2

16.0

14.5

15.5

19.4

1.9.6

11.8

FlunyR

MFMR

17

ig

lf,

lc

16

20

lq

12

TODATE ENRL

14

16

16

17

18

20

21

14

121.8

125

136

NOMBUREAU STUDFNTS

AvR nlir MFMR

10-7

ENDYR HEMS

11

TnnATF FKIRL

11

1-7 2 2

NOTE:

Totals for agency on separate

page

Totals for area on separate

page

Totals for Bureau on

separate page

BIA STUDENT ENROLLMENTSYSTEM

YEAR-8ND ENROLLMENT REPORT -POST-SECONDARY

FOR 1975-76 SCHOOL YEAR

GRADE

:13TH

I4TH

TOTAL

HASKEII

INDIAN

nilv/OR untFu

511-6

502

1193

1100

AVR

Y MFMR

641.A

END-YR

MEMB

598

SOUTHWESTERN INDIAN POLYTECHNIC INSTITUTE

AVR DLY MEHB

324.2

END-YR

MFMB

lon

264.5

?SS

588.7

959

TO-DATE ENRL

350

270

620

INSTITUTE OF AMERICAN INDIAN ARTS

AVR DIY MEMB

98.1

47.1

Inc.4

t a. 1

ENO-YR

MEMB

56

TO-DATE ENRI

69

4499

100

170

TOTAL.FOR BUREAU

AVR DLY MEHR

1024.1

821-2

1847.9

ENO-YR

MEMB

TO-DATE FNM

954

1012

801

848

1755

191n

-

aa

.ENROLLMENT BY AREA/TRIBE

EDDE.E.t. ADE4

AS OF MAY 31, 1976

DEGREE OF BLOOD

TRIBAL NAME

ONE -FOuRTH

ONE-HALF

THREE-FOURTHS

FULL-BLOOO

TOTAL

ARAPAHO

19

623

55--

ASSINIBOINE

56

12

1979 2

179

CHEROKEE

CHrIFAINE

1

1

1

1 5

CHIPPEWA

49

53

30

47

CREEK

ranw

1

2n

112R

A&

HOPI

PUEBLO

11)

20

1

40

50

1

140.

sAC AND FOX

1 1 A

2065

10 3

2075

61

WmINOIE

.014SENECA

smnswINE

15

20

3&O

2225

61.

846 :

133

1-4

swim

145

100

155

OS

405 3

WARM SPRINGS

WINMFRAPA

5

12

22 13

7

7.0

24 19

14

5864

33

YAKIMA

47

TOTAL FOR AREA

356

284

226

341

1217

NOTE:

Totals for Bureau on separate page

WITHDRAWAL/TRANSFER/GRADUATION REPORT

CHOCTAW APFA

AS OF MAY 31. 1976

CHOCTAW CENTRAL SCHOOL

W/T/G

conE

K1sI

2m0

2TH

13TO

14TH

-TOTAL

W10

22

27

W20

31

6W30

15

6W40

11

T10

21

3

T20

12

14

T30

11

G10

3434

NOTE:

Totals for area onseparate page

Totals for Bureau

on separate page

BIA STUDENT ENROLLMENT SYSTEM

SCHOOL ENROLLMENT By AREA/AGENCY

ABERDEEN AREA

As OF MAY 319 1976

.CHEYENNE RIVER AGENCY

------A-01-03-21T1----101-04

562

401-06

120

AT1-07

348

A01-08

240

A01-10

655

A01-11

186

401-12

406

A02-01

34

A04-03

502

A04-04

103

Aa4-o5

460

A05-03 1006

406-02

56

406-05

281

TOTAL IN ENROLLED STATUS FOR AGENCY 5473

FORT BERTHOLD AGENCY

A01-03

12

A01-08

123

402-01

56

A07-10

346

TOTAL IN ENROLLED STATUS FOR AGENCY

537

PINE RIDGE AGENCY

401-11

44

A04-03

52

A06-02

109

TOTAL IN ENROLLED STATUS FOR AGENCY

205

ROSEBUD AGENCY

407-10

360

TOTAL IN ENROLLED STA1US FOR AGENCY

360

LOWER BRULE AGENCY

MD

406-02

342

407-10

45

A15-02

584

-1r----101AL IN ENROLLED STATUS FOR AGENCY

971

TOTAL IN ENROLLED STATUS FOR AREA

9.467

NOTE:

Total for Bureau on separate

page

Above figures reflect students served by home

agency

SCHOOL CODE

:A01-04

STUDENT ROSTER - STUDENTS COMPLETING

HIGHEST LEVEL OF INSTRUCTION

AZERDE-1 AREA

CHERRY CREEK DAY SCHOOL

AS OF APRIL 15. Ips

FILF

NUMBER It

.-

..667766

m1 =w-ccman1

CODE

STUDENT NAME

**************0

ALVAREZ. PAUL T.

a.a

SEX

BIRTH

239516

:

977657

CUNNINGHAM, DELORES ANN

F06-11-63

DY

E02=42=hA

DX

766664

FLEMMING, RHONDA B.

F05-17-64

DY

33.O.0AS

ELJR-T-HZNG-TnlsL.--RDDER-T--.Y..T.-I-I

ti_

1.1=29=63

llY

523064

SMITH, SUZIE KAY

F03-05-64

NB

SOK, ANGELA VIM

.F

04-15-64

OY

WALKER, SARAH JEAN

F08-30-63

DY

12-20-64

TYPE

DY

NOTE:

For students completing highest

level Of instruction below 12th

grade

No totals

SCHOOL CODE

A01-08

STUDENT ROSTER

STUDENTS COMPLETING HIGHEST LEVEL OF INSTRUCTION

ABEDDFEN AgEA

Standing Rock School

AS OF APRIL 15, 1975

NUMBER

CODE

STUDENT NAME

239516

nclac

ALVAREZ. PAUL T.

977657

1.7R

CUNNINGHAM, DELORES ANN

766664

31nnt.5

523064

I

FLEMMING, RHONDA Be

FUPTOINGTON. ROBERT -3

III

SMITH, SUZIE KAY

SEX

V

13ATE-13F---.5.1110EALX----

BIRTH

TYPE

.

1220.44

0611.413

OS17.44

1129413

030S.4.4

667766

WALKER, SARAH JEAN

08 30

DYNB DY DY

DYMO

DY

NOTE:

For students completing 12th grade or postsecondary instruction

.

No totals

f-s-

i

STUDENT ROSTER - ANTICIPATED

ENROLLMENT

rworTew hz/Fh

AS OF JULY 01, 1975

SCHOOL CODE

:C01-05

CHOCTAW CENTRAL SCHOOL

FILE

PRIOR-SCHOOL

0000

0000

00

00I.

0 0

0DATE OF

STUDENT

GRAnF

GO4

1347C4

cnt -n7

hums. jomm_m-

246032

13n

C01-07

ATWELL, ROBERT JENNINGS

I .

I04-12-65

DY

505123

C01-07

BRADENFIELD, WILLIAM CHARLES.

.JR

07-01-66

NB

675386

28'4354

C01-07

ral-02

CHRISTIANSON. BETTY JO

CONNFQ, Frthhjw 1.1FLOON IL

08-30-65

DY

10-16-66

DY

555668

A01-05

CONNER, GLORIA DIANE

04-10-65

NB

09-65

DY

GRAnF

:GO5

67R067

AnAMIY. RFVFPIY ANN

E_

0.6..-2_4=&_4RY_____

123676

A01-05

ASTER, DAVID P. III

1AENJAMIN.JACKIF KAY

M F02-27-64

DY

12-01-66.

NR

.10002EL

130529

(411754n

CARR, GLEN OWEN, JR

rePTER. BD:

M M08-24-64

DY

0S-10-65

DY

532982

RW-4141

CO3-04

JONES, BETTY LYNN

K&TFP. &NINA spF

F F09-05-64

DY

1.4-1.1 -F,A.

DY

220815

KAYSER, BETTY LYNN

F12-06-65

NB

GRADE : G06

100241

21

ADLEY, CARL T.

RAKFp. rINDY FLTZARETH

02-22-63

DY

09-02-63

DY

.

NOTE:

No roster for 1st

year college students

No totals

C. INPUT/OUTPUT DOCUMENT SUMMARY

The following summary contains the names, frequencies, numberof copies, distributions, and estimated volumes of all inputand output documents for the Student Enrollment System. In thecase of output documents, the media used (hardcopy, pre-printedforms, microfiche) is also specified. For microfiche output,it is assumed that one microfiche contains 250-270 computerpages of data (see Section II-E of this manual for additionalmicrofiche information).

30

- 22-

Document Name

Fre uenc

INPUT DOCUMENTS

No. of Co ies

Distribution

Estimated Volumes

1.

Student Enrollment

Form

Weekly

(Whenever new

student enrolls

or former student

re-enrolls)

2 per student

(Original and

carbon)

Original: from school

to IERC

Carbon:

filed at

school

200 - 4,000 forms

3,000 - 160,000 data fields

(This will fluctuate

greatly during the school

year)

2.

SES Change Form

C.4

Weekly

(Whenever

student

information

changes)

2 per school

(Original and

carbon)


to IERC

Carbon: filed at

school

70 forms

2,800 data fields

.

(..)

3.

Monthly Absences

Form

.

Monthly

2 per school

(Original and

carbon)


to IERC

Carbon: filed at

school

200 forms

1,400 data fields

4.

Student Roster

Students Completing

Highest Level of

Instruction:*

Annually

(Mid-May)

2 per school

(Original and

carbon)


to IERC

Carbon: filed at

school

200 computer pages

20,000 data fields

5.

Student Roster -

Anticipated Enrollment*

Annually

(Mid-Sept.)

2 per school

(Original and

carbon)


to IERC

Carbon: filed at

school

1,000 computer pages

5,000 data fields

*. Both Input and Output

Document Name

Fre uenc

OUTPUT DOCUMENTS

No. of Co ies

Distribution

Medium

Page 1,of 2

.Estimated Volumes

1.

Student Record

Weekly

1Schools (via

IERC)

Pre-Printed

Form

500 - 4,000 pages

(This will fluctuate

greatly during the

school year)

2.

i

Student Roster by

Area/Name

j

Monthly

215

IERC, area offices,

schools

Microfiche

4 microfiche per copy

(860 total microfiche)

ts.)

3.

00

Monthly Enrollment

Report

Monthly

2IERC (which will

reproduce and

distribute to area

and agency offices)

Hardcopy

and carbon

20 pages per copy

(40 total pages)

1

4.

Year-End Enrollment

Report

Annually

(End of

School Yr.)

15

C.O., IERC,

area offices

.

Microfiche



5.

Enrollment by

Area/Tribe

.

Annually

(End of

school Yr.)1 ,

3

.

C.O., IERC,

area offices

Hardcopy

and carbons

13 pages per copy

(39 total pages)

6.

School Enrollment

,

by Area/Agency

i

Annually

1 .

(end of

;

school Yr.)1

3C.O., IERC,

area offices

Hardcopy

and carbons

15 pages per copy

(45 total pages)

7.

.

Withdrawal/TransferA

Graduation Report

: . ! :

I 1

Annually

! I

(End of

1

school Yr.) !

215

IERC, area

offices, schools

Microfiche



Document Name

Fre uenc

OUTPUT- DOCUMENTS

No. of Co ies

Distribution

Medium

Page 2 of 2

Estimated Volumes

8.

Student Roster -

Students Completing

Highest Level of

Instruction *

Annually

(Mid-April)

2Schools (via

IERC)

Hardcopy

and carbon

200 pages

per copy

(400 total pages)

co

.Student Roster -

Anticipated Enrollment*Annually

(July)

2Schools (via

IERC)

Hardcopy

and carbon

1,000 pages per copy

(2,000 total pages)

10.

Edit Error Report

Each system

run

1IERC

t

Hardcopy

1 - 5 pages

IN3

tA 1

11.

Update Error Report

Weekly

(Each update

cycle)

1IERC

Hardcopy

1 - 3 pages

12.

Monthly Absences

Error Report

Monthly

1IERC

Hardcopy

1 page

*Both Input and Output

D. DOCUMENT FLOW CHARTS

The following charts depict the flow of the various input andoutput documents throughout the Student Enrollment Sysrem. Aseparate flow chart is provided for:

1. New-Year Enrollment Procedure2. Weekly Reporting Procedure3. Monthly Reporting Procedure4. Year-End Procedure5. Next School Year's Anticipated Enrollment Procedure

Symbols used to represent different steps in the flow charts areexplained in the legend below.

FLOW CHART LEGEND

Symbol Meaning

3 1

26-

Document (input or output, paperor microfiche)

Manual operation (data entry byschools, data correction by IERC, etc.)

Key-to-tape operation

Computer operation

Magnetic tape

File

Location (school, IERC, area office, etc.)

:FLOW CHART LEGEND (CONT'D)

Symbol Meaning

3 5

- 27 -

Flow connector

Supplemental information

Decision (yes or no, etc.)

ADP DIAGRAWAIING ANDCHARTING WORKSHEET GENERAL SERvICESAOMINISTRATION

MN. IS 451 oo

DIA - SES Document Flow%mecum

ocm AM

1 or 1

New - Year Enrollment Procedure

01=10 ISY

1011 54 SI II

Stud. Roster-AnticipatedEnen-

annotateo-Shows

[..

Stud. Roster -Antic. Enrolm.(annotated) -

../-se

File

StudentEnrollment

Form

Schools filut for nestudents

;For new ;

,stud. not °I';Anticipated,lEnr1 Ropteri

-Showsandnrolmt

(Schools)

Forward y\Service

Postal

(IERC/AS-C)

Review ABatchData

StudentEnrollmentForm(Completedr-'

(Schools)

- -----: ForEnrollments:

OnlyI------

Key-to-TapeData

"itud. Roster-Antic. Enrl.(Encoded)

1ff( EEC) (IOC)

StudentRecord

Edit ErrorReport

UpdateErrorReport

Distributevia PostalService

/ Key-to-TapeCorrected Data

(Schools)

GSA Jr% 96511

490 Oss OS9,

ADP DIAGRAMMING ANDGRANTING WORKSNUT 111111RAL A0mINIETRATION

STA - SES Document Flow'haccevatt

11114111 IT 11111

141 ICI 44 ft Ft

eMekly Reporting Procedure

StudentRecord

SES ChangeForm

SchoolsotateCoda

StudentRecord

(Schools)

-J

SES ChangeForm

(Coded)

File

[StudentEnrollment

Form

Icools

ut for nstudents

StudentEnrollment

Form

(Schools)

Forward vieFoetal

Service

(IERC/ASC

DataItatch

( Key-to-TapeData

SES ChanpeForm

(Encoded)

StudentEnrollment

Form( Encod

11111111

II ft 04tt

It

Changesand

nrolmt

UpdateCycle

File

(Schools)

I SaltReport

Error

ErrorRecord[,Student Updat

Report

.../'-----.

Je

!SRC ) ( IERC/ASC )1

Reconcrr"eect4via Postal CoService Errors

( Schools )

File

(Schools)

'Key-to-TapeCorrected Data

I I I I I I I 1

1111

3 7- 29 -

GSA Jr1.9658COO 114 Ott

l'a7:7471.64

ADP DIAGRAMMING ANDCHARTING WORKSHEET

GENERAL SERVICES ADINNISTRATION

BIA - SES Document Flow

011VV/4 VT

IIVCIIVata

Monthly Reporting Procedure

103 103 l IVO

MonthlyAbsences For

SchoolsFillOut

MonthlyAbsences Form

(Completed)

Forward viaPostal

Service

File

(Schools)

No

StudentAbsences

ReportingCycle

Stud. Roster-By Area/Name(Microfichs)j

0001

Yes

[EMonthly

nrollmentReport

(.."k IERC/ASCs.

')

IwReview 6 IERC IERCBatchData

Key-to-TapeData

MonthlyAbsences Form(Encoded)

\File

(IERC)

Distribute '

iaTostalService

(IERC, area offices,schools)

\ DistributeVia Postal

ervice

111111111111

Is Is

Edit ErrorReport

Monthly ---Absences

lError Report

IERC/ASC

\Reconcile 6\ Correct\ Errors

Key-to-TapeCorrected Data

38- 3 0

GSA Jris 96580 014 011

aki

ADP DIAGRAMMING ANDCHARTING WORKSHEET

EIA srs1141ClOWN

GIMINALSIRWCIIAD/OMITICON

wv

Year-End Procedure

"..1-1"." 101 101 104 LS Of 411 OS 00 1 11 I

Year-EndCycle

010111 al

1 so 1

W/T/GReport

(Microfic)a}--

C IERC

Distribute

ia PostalService

(Area office)schools

^

4.

Yeer-EndEnrolee. Rep.

ofiche

Enrollment

1 Area/Tribe___,

ilf

SchoolInfolst. SYArsw/Assowy

31

IERC

Distributevia Postal

Service

0.0., area)offices

[IC

GSA tale 9658oP4 Poo Of

ADP DIADRAMING ANDCHARTING WORKSHEET

GENERAL SMICIS AIWOHISTRATIO0

410i, 1140

B1A - SES

44T- Oast

44ctaust

Next School Year's Anticilated Enrollment Procedure

0411:111 111

103 IQ/ h. 0/ 104 LT 101 101

ReportCycle(Mid-April)

Stud. Roster-Stud. Compl.H I. of I

V( IERC ...)

I

Dv 1:t!bout at

Service

1

(T-V ---..

hools )\,

I

Schools EntNew-Schoo

Codes

\Review 6

\

BatchData

(

Key-to-TapeData

Stud. Roster-Stud. Compl.H I. of I(Comple

ForwardPostal

Service

(Schools)

.10

[,

Stud. Roster -Stud. Compl.H I. of I

(Enco1,44.----

'For Studentii,: Changing t

Schools

14 III 114 111

New-SchoolCodes

UpdateCycle

(July)

Errors?

StudentRecord

-1

Yes

Stud. Roster-AnticipatedEnrollment

1

C IERCn

/via Poetal

Service

schlools

Edit ErrorReport

UpdateError Report]

IERC/ASC

Reconcile 6CorrectErrors

Key-to-TapeCorrected Data

11111111111 i i 1 I

- 3 2 - 4 0

GSA Ale 9658411,4 1144 OBI .

. COMPUTER OUTPUT MICROFORM - ANALYSIS AND RECOMMENDATIONS

RECOMMENDATIONS

For the reasons discussed in the analysis section, GSA recommendsthat:

1. BIA make COM (Computer Output Microform) an integral partof SES.

2. COM microfiche be used, rather than microfilm or aperturecards.

3. The following SES output be stored on microfiche:

a) Student Roster by Area/Nameb) Year-End Enrollment Reportc) Withdrawal/Transfer/Graduation Report

For additional information on the above output, refer tosections II-B, and II-C of this manual.

4. BIA contract with a reputable COM Service Bureau (preferablyin Washington) to secure COM capability. In negotiatingthis contract, it is of vital importance that BIA ensurecompatibility between the Service Bureau's COM unit and theUSGS 360/65 tape units in Washington.

5. A simple microfiche reader be placed at each BIA schooland area office, at IERC, and at BIA Central Office inWashington, DC. In selecting these readers, BIA mustensure compatibility with the microfiche produced bythe COM Service Bureau.

6. BIA utilize its present microfiche reader-printer in Albuquerque,for the purpo t;.! of printing paper copies of desired microficheimages (rather than acquiring additional reader-printers for .

use by area offices and/or schools).

7. BIA conduct microfiche education/training for the employeeswho will be the actual users.

8. BIA provide control over who sees various student informationby controlling access to the microfiche and the microfichereaders.

- 33 -

A::ALVSI1-z

INTRODUCTION

Among the important elements in the desian nf an information systemare determining what information should be spnerated, who should haveaccess to that information, how the information should he disseminated,how the information should be stored and retrieved, how frequentlythe information should he updated, what the costs of providing theinformation should be, and, most importantly, determininp the trueneeds of the ultimate user of the information.

In making these determinations, one should be eware of as many alter-natives as possible, including the latest technolocical advances.COM (Computer Output Microform) is one alternative which should notbe overlooked. The term microform refers to any of the following:microfilm (16-mr or 35-mm roll film), microfiche (82.5-mm or 105-mmfilm which has been cut into rectanpulnr units, called fiche), oraperture cards (35-mm microfilm strips mounted in the apertures ofpunched cards). COM units read eata directly from computer magnetictape and produce microform as output via high-speed photography ofdisplay-screen images.

REASONS FOR CONSIDERINC COM

Although technclory for technology's sake does not lustifv the useof cor, or anythinp else for that ratter,.there are several roodreasons for considering the use of COM in nn information system.Sore of the more important reasons follow.

1 Reduction in Corputer and/or Printer Time. Modern COMnquinrent cnn print mn microform as rnnidly as magnetictnne cnn transfer the data. In fact, (OM Is 10 to 30ri-res faster than the conventional computer line-printer.One densely-peeked reel of tape ,qould require about t::ohours of Line-printer time to print on paper, for example,hut only six minutes of COM time to print on microfilm.A natural ronsenuence of this increase in sneed is asignificant decrease in comnuter time costs.

Reduction in Wterial Cost. Computer stock-paper nrices tothe Government rose apnroximately 200 per cent from ry 74to FY 75. In addition, tNiner supplies have been in in-creasingly short supply. Unlike paper, an increased numberof copies of CON costs less as the number of copies increases.ror examnle, the cost of stock paper jumns from about $14.00per thousand for one-nart paner to approximately $98.00per thousand for six-nart naper. qy contrast, a single1/)00-pace report .on microfiche costs about $12.00, but sixconies of this same report would cost only $15.00 on micro-fiche. If preprinted forms are used, sayinss are even

4 2- 34 -

greater, because preprinted forms cost more than twice asmuch as stock paper. The COM recorder merely photographsa form design from a plate at the same time it photographsthe computer tape information. In this way, forms areeliminated. Generally speaking, one can expect to realizea 50-90% pgper savings with COM (for additional information,refer to "COM-vs-Paper Cost Analysis" in a later sectionof this analysis).

3. Savings in Handling and Distribution Costs. The laborrequired to move, burst, and decollate large paper reportsis virtually eliminated with COM. Binding costs are alsogreatly reduced. For example, more than 3,000 nages ofinformation can be packed in a microfilm cartridge for lessthan one dollar, compared to paper binding costs of more than$10.00 for the same number of pages. Savings in distributioncosts are evidenced by the following example. A 3,000 pagereport on microfilm can be sent 2,000 miles by first classmail for 36 cents. The same report, printed on paper and sentby fourth class mail would cost $6.00. In summary, one canexpect a 50% or more reduction in handling and distributioncults by using COM rather than paper.

4. Space Savings. The reduction in space required for filingandfor storing information is emphasized by the followingexample. One cartridge of 16-mm microfilm contains the sameamount of information as a reel of magnetic tape or 2,500pages of computer paper. The ratios of the relative volumesrequired to store this data on microfilm, magnetic tape, andpaper are 1:FA50. Actual swings in storage costs dependon the user's unique circumstances, but they can run as high as90%.

5. Retrieval Time Savings. The time required for retrievingand extracting information on microform is usually far lessthan that required for searches through massive stacks ofprintout. Retrieval techniques vary from sophisticatedautomatic retrieval coding marks (such as Miracode) on micro-film to straight-forward indexed retrieval with microfiche.Although retrieval speeds for microform can be comparableto speeds attained with an on-line computer system, retrievaltime is generally 25 - 30% less than with paper.

6. More Current and Timely Information. Because less computer---time is required to generate information via COM, reportsand files may be updated more frequently at the same level ofexpenditure. Because reproduction costs are less, more copiesmay be distributed to more people, and because retrievals are

4 3

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faster, the information may be used more often.

7. Plottins.,_and Graphing,Benefits. Scientific COM plottersoffer the capability of plotting or displaying.management-type data graphically, using standard software packages.Graphic summaries of large numeric data bases may provefar more usable than tables of individual data elementsnormally generated on a line printer.

DISADVANTAGES OF COM

A discussion of COM is not complete without a look at some of thedisadvantages a user may encounter.

1. Need for Readers. One cannot carry a COM report aroundand show it to someone unless a reader is available. Thismeans that if a user is considering a COM system, he mustbe prepared for an initial outlay for readers. Althoughreaders are discussed later in this analysis, suffice itto say at this time that readers are relatively inexpensiveand that their costs are generally recovered.in the first-year savings an: paper costs alone.

2. Need for Reader-Printers. One cannot write on COM. Manypeople are used to writing on paper reports, in red pencil,for example. Therefore, one or more reader-printers maybe necessary in order to produce paper copies of selectedpages that are stored on microform. Reader-printers, whichare quite expensive, are discussed later.

3. Readers and Reader-Printers Take Up Space. Readers requiredesk or counter space, which may pose a problem in some situ-ations. rost readers are semi-portable, however, so this isusually not serious. Reader-printers, on the other hand,may not be portable and may take up valuable filing space.This partially offsets the space savings discussed earlier.

4. User Education. People who are used to getting paper copiesof a report may balk at the idea of suddenly receiving infor-mation on microfilm cartridges or on 4" x 6" strips with theintimidatinp name, "microfiche". These fears are usually over-come, however, once users are riven the opportunity to retrieveinformation first-hand, via a microform reader. If COM hasthe support of middle management and line supervisors, otheremployees will usually accept it also. In fact, many newusers of COM have reported that their employees are extremelyenthusiastic about COM, and that both morale 'and productivityincreased.

4 4

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WHAT SHOULD BE PUT ON COM?

Not all reports or output should necessarily be placed on microform.In fact, determining what should and should not he put on COM iscrucial to the implementation of a good information system. Strongcandidates for COM include:

1. Reports which are voluminous. At present paper cost levels,single-copy reports in excess of 200 pages should receiveCOM consideration (refer to "COM-vs-Paper Cost Analysis"in a later section of this analysis).

2. Output that requires multiple copies. As stated earlier,one of the main attributes of microform is that it is self-reproducible. For example, a 4" x 6" microfiche master con-taining 270 computer pages of data costs about $3.00 toproduce. Additional copies of this master cost only 15 centseach, however, and there is no limit to the number of copiesthat can be made at this price. By contrast, multi-partpaper is very expensive, and one is limited to a maximumof six-part paper. In addition, the quality of the fourth,fifth, and sixth copies is questionable. Therefore, anyreport requiring multiple copies is a candidate for COM.

3. Output with wide distribution. Due to the savings in handlingand distribution costs, any output that is to be disseminatedshould receive consideration.

4. Information that must be_provided/updated frequently. Becauseof the reduction in time and costs, COM can be generated morefrequently than hardcopy output.

5. Information re uirin fre uent look-u . With information re-trieval times 25-30% faster with COM, any output that must belooked up frequently is a good candidate.

Regardless of the above guide lines, however, the final arbiter of COMutilization is the user. His unique requirements must be met.

APERTURE CARDS

The mien:film aperture card is primarily used for engineering drawingsand related design documents. For this reason, plus the fact thataperture card readers are more expensive than microfiche readers, nofurther discussion of aperture cards appears in this COM analysis.

MICROFILM

Microfilm is generally supplied in 16-mm and 35-mr widths and may bestored on reels, magazines, or cartrides. Reduction ratios vary from

45

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14X to 150X, with 14X 'to 24X being the most common range. A 100-footroll of 16-mm microfilm, at a reduction ratio of 20X, contains approxi-mately 2,500 computer pages of data. Microfilm usually has code marksor index marks to facilitate retrieval of desired images. The mostcommonly used marks are image count ("blips"), bar code, and Miracode(a sophisticated KODAK-patented retrieval method). Generally, themore sophisticated the retrieval code, the more expensive it is.

Microfilm readers vary greatly in price and in capabilities, fromconventional roll readers (hand-cranked) costing ns little as $120.00,to motorized readers costing as much as $1,700.00. Universal Readersaccept both 16-mm and 35-mm roll film, and many of them can also beadapted to accept microfiche as well. Althouph some are portable,most microfilm readers are deak-type and weigh approximately 25-30pounds.

Reader-printers have the ability to not only read microfilm, but alsoto print paper copies of desired images. For the user who has the needto annotate.certain reports or output, one or more reader-printersmay be necessary. The costs of reader-Printers are ouite hiph, how-ever, usually ranrinp from $1,000.00 to $3,000.00.

MICROFICHE

Microfiche is simply a rectangular sheet of microfilm containing multipleimages in a grid pattern. It usually contains a title which nan beread without magnification. Microfiche sizes ranFe from 3" x 5" to6" x 9"; the majority of.microfiche used in the Governnent are 4" x6". Reduction ratios vary from 20X to 150X (fiche with high reductionratios are called ultrafiche), with 40X to 50X being the most commonrange. A 4" x 6" microfiche, at a reduction ratio of 20X, containsabout 48 computer pages of data. At a ratio of 48X it contains approxi-mately 270 computer papes, and at 150X it contains 3,200 pages. Al-though ultrafiche c6ntains an incredible amount of data, it is alsovery expensive and requires special equipment. Therefore, reductionratios in excess of 50X are seldom used. Retrieval of desired imagesis achieved very simply via a one-page index located at either thefirst or last frame on the microfiche. By referring to this index,the user can then locate any desired image by using a pointer on agrid located on the microfiche reader.

Microfiche readers are the simplest of the various microform readers inuse, with prices ranging from $50.00 to $500.00. Most microfichereaders are desk-type and generally weigh from 15 to 55 pounds. Reader-printers are considerably higher priced, running in the neighborhoodof $800.00 to $3,000.00.

4 6

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MICROFILM VS MICROFICHE

There are advantages in both microfilm and microfiche. Microfilmcan be produced somewhat faster than microfiche, and it normallycontains more document output per reel (or cartridge) than amicrofiche contains (thousands of images versus hundreds of images).Another advantage is that various types of retrieval coding tech-niques are available with microfilm. These range from the sophisti-cated KODAK Miracode System, which allows random type access, to"blip" type coding which provides sequential access. Retrieval timewith microfilm, then, is slightly less than with microfiche.

The costs of producing microfilm and microfiche masters are essentiallythe same (approximately $11 per thousand images). However, duplicatecopies of these masters usually cost less with microfiche than withmicrofilm (60c per thousand images vs. $1.65 per thousand).

Unitizatic is the greatest virtue and also the biggest problem ofmicrofiche. It can be distributed, interfiled, and stored as required.Unrelated documents don't have to be included with the pertinent ones(as they do in a roll or cartridge system). One particular fiche unitmay be in great demand, the next may have little or no demand. It isrelatively simple to make as many copies as required of the desiredfiche (as opposed to having to reproduce an entire roll of film).Microfiche is very simple and inexpensive to mail, since it fits in astandard envelope. However, microfiche is also easier to misplaceand lose.

An important advantage of microfiche is the fact that readers are lessexpensive than they are with microfilm. They are also simpler tooperate and require less maintenance (primarily because of fewer movingparts). In fact, once a simple microfiche reader has been installedin good working order, there is little to go wrong. Bulbs or lampsare the most frequent maintenance items, and they are easy to replace.

Generally speaking, the use of roll film (microfilm) is diminishing ata rapid rate, not only because of the advantages of microfiche discussedabove, but because of the emergence Of more economical ways to producemicrofiche.

SECURING COM CAPABILITY

There are three ways to obtain COM capability -- a user can buy a COMunit, rent a COM unit, or one can have a Service Bureau produce themicroform from magnetic tape supplied by the user. If a user buys aCOM unit, it costs in ;he area of $90,000 to $130,000. In addition,service from the vendor costs about $12,000 per year. If a user rentsa COM unit, it costs about $3,200 per month, which includes service by

4 7

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the vendor. Two good reasons for having in-house capability are thatthe user has control of security items and he can set hiP ,own priorities.A high volume of output is required, of course, to just:4: in-housecapability.

If one goes through a COM Service Bureau, he pays only for serviceshe requires. A Government user can expect to pay about $11 per thousandframes for microform masters and from 60c to $1.65 per thousand framesfor duplicate copies. Service Bureaus are advantageous in that theyhave experienced personnel who can "engineer" an application for auser and offer programing assistance for maximizing COM throughput.Most Bureaus will provide pickup and delivery service and make micro-form distribution for users (at extra cost, of course). Some Bureauscan also generate hardcopy prints of the filmed material.

COM-VS-PAPER COST ANALYSIS

The figures in the following table are based on GSA's current computerstock-paper costs and GSA's contract vith a COM Service Bureau inDallas, Texas. They reflect material costs only -- they do not includecosts such as computer/printer time, distribution costs, etc. TheCOM figures are based on the use of 4" x 6" microfiche, at a reductionratio of 48:1, with a maximum of 270 pages (269 data pages and a one-page index) Der fiche.

BREAK-EVEN-POINT TABLE

NUMBER OFPART PAPER GSA PRICE PER SET COM COST PAGES TO BREAK-EVEN

1 Part $ .014 $ 3.00 215

2 Part .024 3.15 132

3 Part .046 3.30 73

4 Part .062 3.45 56

5 Part .078 3.60 47

6 Part .098 3.75 39

INCREASE IN PAPER COSTS TABLE

PART SETS FY 74

PAPER PER BOX. BOX UNIT BOX

1 Part 2500 $ 9.80 $.0039 $34.00

2 Part 1500 15.50 .0103 36.00

3 Part 950 15.50 .0163 44.00

4 Part 750 14.00 .0187 46.50

5 Part 600. 15.40 .0257 67.00

6 Part 500 16.10 .0322 49.00

4 8

- 40-

FY 75UNIT

INCREASE$

$.0136 .0097 249.0240 .0137 133

.0463 .0300 184

.0620 .0433 232

.0783 .0526 205

.0980 .0658 204

SES AND COM

The Student Enrollment System is an excellent candidate for COM.The backbone of the system is the Student Enrollment Master File --a large data base requiring decentralized viewing at over 200 schoolsand area offices. This requirement in itself meets three importantcriteria for COM: voluminous output, output requiring multiple copies,and output with wide distribution. In addition, the master file willbe updated frequently and will require frequent look-up.

Some of the reports called for by SES are also good candidates forCOM. For example, the Year-End Enrollment Report and the With-drawal/Transfer/Graduation Report are both quite voluminous (200-300pages) and require wide distribution.

Another important factor with SES is the need for control over whosees various information. This can be achieved by controlling accessto microform readers and the microform itself.

Lastly, the Bureau of Indian Affairs in Albuquerque is already ex-perienced in the use of COM (and a COM Service Bureau) in theiraccounting and finance areas. BIA also has a microfiche reader-printer in Albuquerque. This equipment and experience serve asfurther impetus for utilizing COM in the Student Enrollment System.

49

41 -

III. General Program Logic

Three categories of programs are necessary to operate theSES:

Data Manipulation

Report

File Maintenance

A. Data Mani ulation Pro rams DM)

These programs massage data prior to entry into the masterfile, perform actual update actions to the master file, andperform master file data moves based on pre-determinedconditional requirements. .

There are separate programs identified to perform the aboveprocesses. These programs will be created in a modularformat based on specified edit criteria.

All submitted data will be collected in separate inputfiles depending upon the type of transaction creating thedata. It is from these files that the DM programs willaccess the submitted data.

1. - Pre-Edit Program

This program will address all submitted data in eachTransaction Input File. All format editing, cross -referencing with table data, and some conditional checkswill be performed on the data. In order to performthe above editing processes, a complete set of inputdata for one student is stored in memory. Then, theedit process is begun.

Valid data is passed to a temporary input file forfuture updating to the Master File. Incorrect datais spun out to the Edit Error Report with correspondingerror narratives.

The above procedure allows for minimum re-entry ofstudent data, some of which was found to be in error.

5 0

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There are instances, however, when valid data may be rejected.Certain transactions require multiple data entries. Ifone of the required entries is not present, the entireset of submitted student data may be rejected.

Format, cross-referencing, and conditional editingperformed by this program is indicated in Section IV,Edit Criteria.

2. Update Program

This program will address each of the temporaryinput files created by the Pre-Edit program. Datain these files are considered to be valid. However,further conditional checks may cause rejection ofcertain data or an entire set of student data. Re-jected data is spun out to the Update Error Reportwith corresponding error narratives.

It is this program that searches the Master File forfile number compares. Section IV, Edit Criteria,specifies when it is allowable to have no File Numbersearches, as well as other conditional criteria.

3. Year-End Processor Program

This program will be run twice a year-after the lastmonth's (May) normal Update/Report cycle, and duringNovember to purge "No Shows". There are three majorfunctions performed by this program:

. Increment the grade of each non 12th or 14thgrade student who does not have a CompletionCode of "N".

Purge all students who have a W/T/G code entryin the current school information section. Thiscondition indicates that the student has completedthe 12th or 14th grade or has exited fram thesystem with no knowledge of possible re-enrollmentactions.

Purge all student records which havea "NSH" entry in the W/T/G code block.

NOTE: The first two functions are performedat the year-end period. The thirdfunction is performed during late fall,possibly after the November monthlyupdate/report cycle. All student recordspurged are spun out to the Inactive MasterFile.

5 1

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B. Report Programs (RPT)

The primary factor to consider in creating a"system suchas the SES is to provide maximum benefit from minimumprocessing. For reporting purposes, this means passingthrough the large master file as few times as possible.This can be accomplished using the following procedures:

. Working storage arrays for counting.

. Report records with ID keys being spun outto output files.

Formating modules to print (COM) the reportrecords to an output media.

Reporting for the SES will be accomplished by onecomprehensive program using the techniques describedabove. There will be one Master program accessing themaster file, counting and producing report records.A second program will be used to output the report recordsto some media - printed copies and tapes for producingmicrofiche.

There are two important benefits to be considered in usingthe above approach for reporting.

By use of request type records inputed to theFormating Modules at program run times, selectivityof desired reports could be accomplished - at anyreport run cycle, orily the reports requested wouldbe outputed.

Future reports could be produced by adding modulesto the two above programs.

5 2

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C. File Maintenance Programs (FM)

There will be a separate program to update Qach of thesupportive table files. These programs will be run onan as-demand basis.

An additional maintenance program will be available toaccess the master file - making changes necessary toensure a valid file exists at all times. These changeswould be beyond the scope of the normal update program -duplicate student records, invalid ID keys, ate.

5 3

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IV. Edit Criteria

The edit criteria specified in this section is dividedinto three categories:

Pre-Edit

Update Edit

Special Conditional Checks

A. Pre-Edit Processing (PE)

Data initially entering the system will be batchedaccording to the type of transaction it represents.There are six transaction categories existing:

Original Enrollments

Re-Enrollment

Change Actions

Monthly Absences

Anticipated Transfers

New Year No-shows

Data for the above transactions will be collected in sixseparate input files. By processing each file independently,the Pre-Edit Program cannot only make format and tablecross-reference checks, it can also perform certain conditional

checks.

Edit requirements for most of the data blocks are.specifiedin the User's Manual. Conditional checks are detailed in

Part C of this section. The following information provides'additional edit specifications for those data blocks whichrequire more description than given in the User's Manual.

File Number: Complete information for thisblock is given in the User's Manual. However,due to the importance of this particular dataitem, it should be re-emphasized here thatupmost care should be given to the entry anduse of this number. For format valid entries,no master file search for a correspondingfile number will be performed in the Pre-Editprogram. This function will be performed inthe update program.

Numeric Blocks: The fields listed below mustcontain numeric entries only.

. File Number

Dates - All dates which have DataBlock Numbers assigned, must be enteredas Mo-Dy-Yr. A month or day entry lessthan ten must have a preceeding zero.

.. Bus Route

.. Bus Stop

.. Zip Codes

.. Degree of Blood

Alphanumeric Blocks - no edit will beperformed on the following blocks. All otheralphanumeric blocks must confirm to theexamples as shown in the User's Manual.

.. All Name Blocks

Address Blocks - home and city entriesonly. State codes must compare withentries in the State Code Table includedin the User's Manual.

Family Number

Enrollment/Census Number

Telephone Number

The following descriptive narratives will be printed,along with the incorrect entries on the Edit ErrorReport. In most cases, there will be two types oferror conditions - 1) Format Errors (Alphabetic orNumeric); or 2) Not found in respective code table.Narratives for these two conditions are identifiedby "Incorrect Entry" and "Not in Table", respectively.

Submitting School Code - Incorrect entry.

File Number Incorrect Entry

Sex Code - Incorrect Entry

State Code - Incorrect Entry

Zip Cod,e Incorrect Entry

Entry Date - Incorrect Entry

\Entry Type'- Not in Table

Grade/Year - Not in Table

Student Type - Not in Table

School Criteria Not in Table

Completion Code Incorrect Entry

Bus Route - Incorrect Entry

Bus Stop - Incorrect Entry

W/T/G Date - Incorrect Entry

W/T/G Code - Not in Table

BIA Prior School Code - Incorrect Entry

Date of Birth - Incorrect Entry

Birth Verify Code - Not in Table

Birth State Code Incorrect Entry

Relationship Code - Not in Table

Relationship State Code - Incorrect Entry

Relationship Zip Code - Incorrect Entry

5 6

48

Home Area/Agency/Location Code - Incorrect Entry

Primary Tribal Code - Not in Table

Secondary Tribal Code Not in Table

Degree of Blood - Incorrect Entry

Data Block Number - Incorrect Entry

B. Update Edit Processing (UD)

The only editing performed during the update processingwill be File Number searching and conditional checks.Both functions are described in Part C of this section.

C. Special Conditional Checks

The conditional checks described below will minimize

incorrect data entry into the system. The format is, based

on the six transaction categories specified in Part A

of this section.

1. Original Enrollments

a. Pre-Edit

1) All non-shaded data blocks, including thesubmitting school code, should have entries.The File Number will have been pre-printedon the Student Enrollment Form.

2) Any set of student data submitted which hasa prime data block omitted, will be spun

out to the Edit Error Report with the corresponding

narrative - - "Original Enrollment-Prime DataMissing". The prime data blocks are as follows:

.. Submitting School Code

. Surname - DBN 100

.. First Name DBN 102

Sex DBN 108

. Home Address - DBN 110

.. City - DBN 112

State - DBN 11!.

. Entry Date - DBN 120

Entry Type - DBN 121

.. Grade/Year - DBN 122

Student Type - DBN 123

.. Date of Birth - DBN 200

. Home Agency - DBN 230

Primary Tribal Affiliation - DBN 232

Degree of Blood - DBN 236

5 8- 50 -

In addition to the presence of the prime datablocks, format and cross-reference editing isalso performed on theselnputs (excluding DBnumbers 100, 102, 110, and 112). If any ofthe edited prime data blocks are found to bein error, the entire set is spun out to theEdit Error Report with the correspondingnarrative - "Original Enrollment - PrimeData Error".

If any of the other blocks are in error, onlythose errors are rejected. They are spun outto the Edit Error Report with applicable

corresponding narratives specified in Part Aof this section. The remainder of the datais forwarded to the temporary update input file.

b. Update Edit

No edit is performed by.the update program. NoFile Number search is made in the master file.If the data exists in the temporary update inputfile, it is assumed a new student has enrolled, andhis record is now created in the master file.

2. Re-Enrollments

a. Pre-Edit

1) The following blocks must have entries foreach student data set. If any are missing,the entire set will be spun out to the EditError Report wl.th the following narrative -"Re-Enrollment - Prime Data Missing".

Submitting School Code

File NuMber

Entry Date

. Entry Type

. Grade/Year

Student Type

Prior School Code

5 9

- 51 -

2) If all the blocks above have entries but anerror exists in any one of them, the entireset is rejected. It is spun out to the EditError Report with the corresponding narrative -"Re-Enrollment - Prime Data Error".

3) If an error exists in any additional blocks entered,only those errors are rejected. They are spun outto the Edit Error Report with applicable correspondingnarratives specified in Part A of this section.The remainder of the data is forwarded to thetemporary update input file.

b. Update Edit

Data residing in the temporary update input file(Re-Enrollment) will undergo the following conditionalchecks in the order shown below.

1) File Number Check

Active Master File compare - go to Prior Schoolcheck

No Active Master File compare - to Inactive MasterFile check

Inactive Master File compare - Move record toactive master file, and update with submitteddata, performing no further conditional checks.Purge Tecord from inactive master file andgo to next record.

No Inactive Master File compare - reject entire .

data set. Spin out to the update Error Reportwith the corresponding narrative - "Re-Enrollment -Cannot Locate Student".

2) Prior School Code Check

Submitting School Code = Master File, CurrentSchool Code go to normal update.

Submitting Prior School Code = non-BIA SchoolCode - go to normal update.

. Submitting Prior School Code = Master File currentschool code - go to normal update.

NOTE: If the last level above produces a non-equalcondition, the entire student data set isrejected. It is spun out to the updateError Report with the corresponding narrative -"Re-Enrollment - School Code Errors".

52 - 60

3. Change Actions

a. Pre-Edit

All submitted data blocks will be processed usingthe edit criteria specified in Part A of this section.Additional restrictions apply to the followingentries.

Prior School Code - if this block entryis detected, it will be rejected. A recordwill be spun out to the Edit Error Reportwith the corresponding narrative - "ChangeAction - Prior School Code Entry Attempt".

W/T/G Date and Code - both blocks must bepresent to complete the entry transactiondesired. If only one is present, it willbe spun out to the Edit Error Report withthe corresponding narrative - "Change Action -W/T/G Error".

NOTE: The above two procedures have been providedto minimize the occurences of a schoolchanging data on a student not attendingthat school, and to ensure a date andcode are available for complete W/T/Gtransactions.

b. Update Edit

1) The following conditional checks will be madein the order shown below.

. File Number Submitted = File Number inMaster File - go to submitting school codecheck.

File Number submitted not found in Master File -entire set of changes for that student isrejected-. It is spun out to the Update ErrorReport with the corresponding narrative -"Change Action - No File Number Match".

. Submitting School Code = Master File CurrentSchool Code - go to normal update process.

6 1

- 53

Submitting School Code Master File CurrentSchool Code - entire set of changes for thatstudent is rejected. It is spun out to theUpdate Error Report with the correspondingnarrative - "Change Action - SubmittingSchool Code Error".

4. Monthly Absences

a. Pre-Edit

The following check is made to data residing in themonthly absences input file, along with the respectiveerror narratives.

Duplicate records - indicated by the presenceof a Submitting School Code more than once."Monthly Absences - Duplicate Records".

NOTE: If duplicate records are found, theyare all rejected, and spun out to theEdit Error Report with the aboveerror narrative.

b. Update Edit

Monthly absences data is used for counting purposesonly. Therefore, no updating actions are performedat all.

5. Anticipated Transfers

a. Pre-Edit

The only conditional check made on data in theAnticipated Transfer Input File will be for thepresence of three entries per record. If any of theentries are omitted, the entire record is rejected.It is spun out to the Edit Error Report with thecorresponding narrative - "Anticipated Transfer -Data Missing".

b. Update Edit

The following conditional compares must be madebefore a data record can be passed to the updateprocess.

6 2

- 54

. Submitted File Number = File Number inMaster File

. Submitting School Code = Master FileCurrent School Code.

NOTE: If either of the compares above arenot made, the entire record is rejected.It is spun out to the Update Edit Programwith the corresponding narrative -"Anticipated Transfer - Incorrect Entry".

6. New Year No-Shows

a. Pre-Edit

The only conditional check made on data in theno-show input file will be for the presence oftwo entries per record. If either entry isomitted, the entire record is rejected. It isspun out to the Edit Error Report with thecorresponding narrative - "No-show - Data Missing".

b. Update Edit

The same two conditional compares must be made tono-show data as is made to the anticipated transferdata. In case of record rejection, the narrativeon the Update Error Report would be - "No-show -Incorrect Entry".

63

-55

D. Input File Processing Order

The six transaction input files will be permanent dataholding files. Prior to a normal update cycle, the fileswill have been blanked out. As the data is batch-transmittedfrom ASC, respective batches are loaded into respectivefiles. After the Pre-Edit Program processes the data ineach file, the valid data is spun out to respective temporaryinput files for updating. After the Update Programsuccessfully processes each temporary input file, thecorresponding permanent input files are blanked out. Thisprocedure ensures only current data residing in input filesto be processed.

Due to the conditional checks detailed in Part C of thissection, which must be performed on submitted data, thepermanent and temporary input files must be processed inthe following sequence.

. New Year No-show File

SES Change File

Anticipated Transfer File

. Re-Enrollment File

Original Enrollment File

NOTE: Since there are no update actions toperform on monthly absences, the monthlyabsences file will be processed last.

The manner of processing these files performed by thePre-Edit and Update programs is as follows:

. Each file is opened and read. If anEnd-of-File is detected on the first read,it is assumed there were no transactions ofthat nature for that run cycle. The fileis closed, and the procedure is repeated untilall files have been processed.

6 456

V. GENERAL SYSTEM FUNCTIONAL FLOW

The following chart depicts the functional flow of datathroughout the Student Enrollment System. Symbols used areexplained in the legend below.

LEGEND

SymbolDescription

\\

CID

- 57-

Document

Processing Function

Magnetic Tape

Magnetic Disk

Communication Link

Off-line Storage

Location

ADP DIAGRAMMING AND GENERAL SERVICES ADMINISTRATIONCHARTING WORKSHEET

YPLIC.fltA

BIA - SES General System Functional Flow

Jim B ITB 'BBB

Or

.MKENJOM traBBIO so DAIS

103 104 10S 100 107 41 Ill ISO III ISO Iii

(USGS)

IERCIASCInput

li1 [17 IO III

Mohawk 2400 :

(BIA-Alb.)

: IBM 360/651

(USGS - 1Mohawk 2400 :

: Wash., DC) Trans-action

(BIA-Alb.)

File

(USGS)

XREFand

A/A/L/TFiles

)

Pre-Edit FrogEdit Error

ReportEdit data inTransact File

1

Outputdata

liWint_LILUULL-

Perform Filemaintenance

MasterFile

(Active//nactive

EditedTrans-actionFile

,Update Frog.

Update MFAppend 'INF

EditedAetir=EnstPrs_Monthly

Purge W/T/G' AbsencesIncrem. grade (Trans.

File)

(USOS)

IW/T/G Report

Year-Endnroli- Renqr(__

StUd. Rosterby Area/Name

XREFand

A/A/LITFiles

Micro-.' fiche,Reports\Roster('

gAter_Rqp_traGenerateReportRecords

ReportRecords

Re ort Writer

WriteReports

Outputdata

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Trans.History/

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ile

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Stud.Roster -Antic.Enroll.

Stud.Roster -Stud.Compl

H I nf I

ISchool Enrollthy Arem/Aec

Enrollment bArea/Trthe

Othly Absence/Error Report

Monthly ---

Enrollment

I I 11111 IIT- I

6 6 58 -

1 1

GSA al. 965BGPO HAI 005

VI. FILE DESCRIPTIONS

This section contains descriptions and record layouts forthe files necessary to operate and maintain the StudentEnrollment System. These files include:

SES Master File (Active)

SES Master File (Inactive)

. SES Transaction File

. SES Transaction History File

SES XREF Tables File

. SES Area/Agency/Location/Tribe Table Files

67

- 59 -

SES Master File (Active)

General Description:

The SES Master File (Active) will contain authorized enrollment informationon all students enrolled in Bureau schools and boarding facilities. It

will contain that information - and only that information - which isentered on the Student Enrollment Form and SES Change'Form.

Purpose:

The Master File will serve as an up-to-date data base from which allstudent rosters and enrollment reports will be generated.

By generating student rosters - both microfiche rosters and anticipatedenrollment rosters - the Master File will simplify the re-enrollmentprocess at Bureau schools. By producing enrollment reports, the MasterFile will lessen the reporting burden at school, agency, area, and IERClevels. In short, the Master File will be the backbone of the StudentEnrollment System.

Detailed Description:

Since it is estimated that only 500 student records (one percent ofthe total file) in the Master File will be updated weekly, the filelends itself to Indexed-Sequential organization. Such organizationpermits both sequential and direct processing of the file. Theinformation below, and the record layout on the following page, providea detailed description of the Master File.

Storage Media:

File Organization:

Key Length:

Record Length:

Blocking Factor:

Number of Records:

Space Calculations:

Prime Area:Index Area:Overflow Area:

6 8

60-

2314 Disk

Indexed-Sequential (I-S)

6 bytes

434 bytes

8

50,000

184 cylinders5 tracks2 cylinders

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file Organization:

Indexed - Sequential

Key Length:

6

Klcord Length:

434

Data Code:

A - Alpha

N - Numeric

A/N - Alphanumeric

Key

Student Name

Stu

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Surname

First

26 A

11 A

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SES Master File (Inactive)


The SES Master File (Inactive) will contain authorized information onall students who were previously enrolled in a Bureau school or boardingfacility, but who withdrew from the school system or graduated from aBureau high school.

This inactive master file, then, will be identical to the active MasterFile, in terms of record layout, but it will not contain the recordsof students currently attending BUreau schools.

Purpose:

The inactive master file is intended to help ensure that a student'sfile number and enrollment information are not lost as a result of hiswithdrawal or graduation from a Bureau school. By retaining thestudent's file number and most recent Bureau school information inthis inactive file, the re-enrollment procedure for the student,should he decide to re-enroll in the system, is kept simple. Suchan approach also helps ensure continuity of enrollment information.


The inactive master file will be organized in the same manner as theactive Master File. The records in the inactive file will be laidout and blocked the same, also (refer to the record layout on thepreceeding page). The number of records will, of course, grow at anestimated rate of 3,000 to 4,000 records per year.

To prevent the file from becoming unwieldy and expensive a filemaintenance program will reorganize the file twice a year and purgeold records at a specified date in the future.

Storage Media:

File Organization:

Key Length:

Record Length:

Blocking Factor:

7 0

2314 Disk

Indexed-Sequential (I-S)

6 bytes

434 bytes

8

Year 1 Year 2 Year 3

Number of Records: 3,500 7,000 10,500

Space Calculations:

Prime Area: 13 cyl. 26 cyl. 39 cyl.

Index Area: 1 tr. 1 tr. 1 tr.

Overflow Area: 2 cyl. 2 cyl. 2 cyl.

7 1

- 63 -

. . .

SES Transaction File


The SES Transaction File is a temporary file which will contain inputdata generated by the following SES transactions:

Original enrollments

Re-enrollments

Changes

No-Shows

Anticipated Enrollments

Monthly Absences

Purpose:

The Transaction File will be used to update the Master File and, inconjunction with the Master File, to produce the anticipated rostersand the Monthly Enrollment Report.


Since transaction data will be transmitted from ASC's Mohawk 2400 tothe USGS 360/65 via RASP, the transaction records will be in 80-byte,card-image format. Refer to the individual record layouts on thefollowing page.

Storage Media: 2314 Disk

File Organization: Sequential

Record Length: 80 bytes

Blocking Factor: 16

Number of Records: Will fluctuate greatly during theschool year (from 200 to 200,000)

Number of Cylinders (based on 200,000 maximum records):125

7 2

- 64 -

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File Organization:

Sequential

Record Length:

80

Data Code:

A - Alpha

N - Numeric

A/M - Alphanumeric

"Original Enrollments", "Re-Enrollments","Changes"

Transactions:

Original Enrollments

Re-Enrollments'

Changes.

No-Shows

Anticipated Enrollments

Graduates

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SES Transaction History File


The SES Transaction History File will contain records of key SEStransactions affecting current and/or prior school information, partic-ularly enrollmems, transfers, and withdrawals.

Purpose:

This file will function as a backup transaction journal, and it willbe used, in conjunction with the Master File, to produce the year-endEnrollment Report.


The Transaction History File will be a tape file which merely appends,on a chronological basis, incoming transaction records affecting thedata fields specified in the record layout on the following page.

Storage Media: Tape (1600 bpi)



Blocking Factor: 100

Number of Records: Will grow at a rate varying froman estimated 200 new records perweek to as many as 4,000 new records.

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SES XREF Tables File


The SES XREF (cross reference) Tables File will contain the field ID,code and description for certain data fields appearing on the StudentEnrollment Form.

Purpose:

This file will serve two purposes:

Editing of transaction data

Printing out of field descriptions when desired


The following chart summarizes the XREF Tables File:

Code Number ofLength of

FieldField Field ID Format Codes Description

State 114 2A 50 20

Entry Type 121 3A/N 6 31

Grade/Year 122 3A/N 28 14

Student Type 123 2A 5 18

Adm. Criteria 124 lA 5 17

W/T/G Code 130 3A/N 14 44

Birth Verification 202 lA 6 32

Relationship Code 212/217 3A 18 32

132

76- 68 -

Since this file is quite small (132 records), it will be organizedsequentially and blocked as one physical record. The record layoutfollows on the next page.

Storage Media: 2314 Disk



Blocking Factor: 132

Number of Records: 132

Number of Tracks: 1

77

0

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File Organization:

Sequential

Record Length:

50

Data Code:

A - Alpha

N - Numeric

A/N - Alphanumeric

XREF TABLES:

State Codes

Entry Type Codes

Crade/Year Codes

Student Type Codes

Admission Criteria Codes

W/T/C Codes

Birth Verification Codes

Relationship Codes

2 .. .. m v. f.

4 8 .. v. 0 .4 f.Field Description

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06FE_ _4

SES/Area/Agency/Location/Tribe Table Files


These table files correspond to the A/A/L/T Table described in theSES User's Manual.

Purpose:

These files will help provide data editing, the printing out of locationand tribal names, the insertion of correct school-start dates in theMaster File records, and the generation of "Student Roster - StudentsCompleting Highest Level of Instruction".


Record layouts for these files follow on the next page. Note that theA/A/L/T Table has,files.

in effect, been segmented into three distinct table

Area/Agency Location Table Tribes TableTable File File File

Storage Media: 2314 Disk 2314 Disk 2314 Disk

File Organization: I-S I-S I-S

Key Length: 5 bytes 5 bytes 4 bytes

Record Length: 36 bytes 80 bytes 55 bytes

Blocking Factor 100 90 130

Number of Records: 100 (est.) 200 (est.) 260 (est.)

Space Calculations: 1 track 3 tracks(est.) 2 tracks (est.)

7 9

- 71-

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BIA - SES AREA/AGENCY/LOCATION/TRIBE FILES RECORDS

File Organization:

Indexed - Sequential

Table

"1/.:!Ji--Ith

Record Length

Data Code:

A - Alpha

Area/Agency

5.16

N - NuMeric

A/N - Alphanumeric

Location

580

Tribes

455

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Area/Agency Name

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30

40

50

60

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6"FE_ -4

VII. IMPLEMENTATION PLAN

A. Implementation of the SES will be a seven step processwith overlaping functions in several of the steps.

1. Forms Preparation and Delivery

a. Student Enrollment Form

1. Upon final approval by BIA, GSA will contractwith a forms supplier to produce a specifiednumber of these forms, with delivery to BIAbeing made within the time period specifiedbelow.

2. Time Periods

a. Final Approval - By February 3, 1975

b. Delivery to BIA - By March 1, 1975

b. SES Change Form, Monthly Absences Form, and Student Record

1. Final approval of these forms will be accomplishedconcurrently with the Student Enrollment Form.However, since these forms will not be requiredin the initial data collection effort, deliverydates will be later.

2. Time Periods

a. SES Change Form and Monthly Absences Form - Nolater than April 30, 1975

b. Student Record - No later than May 31, 1975

2. Data Collection Instructions

a. Materials necessary to conduct the first level of trainingwill consist of the User's Manual and handouts for classroom sessions.

b. Time Periods

1. User's Manual

a. Final Approval - By February 3, 1975


8 1

2. Class Handouts

a. Final approval - By February 21, 1975


3. First Level User Training

a. BIA and GSA personnel will conduct class room sessions fortraining BIA Area Representatives to administer secondlevel user training.

b. Time Period - March 10 through 14, 1975

4. Second Level User Training

a. This will be a multiple task step - school representativestraining, test data collection, and student datacollection.

1. The BIA Area Representatives, who received instructionsin the first level training session, will instructtheir respective school personnel in the followingprocedures:

Completion of Student Enrollment Formson all students currently enrolled intheir schools.

Re-enrollment Transactions.

. Change Actions.

Monthly Absences Reporting.

2. Test and Student Data Collection - Upon receivingnecessary instructions, school personnel will begintranscribing student data to the Student EnrollmentForms. IERC will provide student data from selectedschools to GSA for use in system program testing.

b. Time Period - March 10 thru 31, 1975.

5. Operational Instructions

a. Instruction materials for complete system operations willbe provided to BIA by GSA. Due to the student datacollection being performed when it is, operational instructionswill be provided in a two-step phase:

. .Key-to-tape Instructions

Overall System Operation Instructions

8274 -

[T.

b. Time Periods

1. Key-to-tape Instructions to BIA - No later thanMarch 31, 1975.

2. Overall System Operation Instructions - No laterthan August 31, 1975.

6. Data Conversion

a. This will be a two-step phase:

GSA will produce data to be used in creatingall necessary table files.

BIA -ASC will perform data conversion on studentinformation. Test data from the pre-selected :choolswill be provided first. ASC will provide all studentdata in a master file format.

b. Time Periods

1. GSA (Table Files) - By April 30, 1975

2. BIA - ASCa. Test data - By May,5, 1975

b. Remainder of student 'data - By July 31, 1975

7. Computer Processing

a. All student data will be processed with report examplesbeing produced. An up-to-date master file will beavailable to begin the 1975-76 school year.

b. Time Period Computer processing will be performedduring the week of August 25 thru 29, 1975.

8 3

- 75-