ASAP_MIS Instructions

Download the ASAP_MIS program (either for DOS or Windows).

WWW.CAPPASSOC.COM - FTP Site - ASAP Program - ASAP_MIS - Install

The ASAP_MIS software will allow you to prepare a file of assessment data from the CAPP-ASAP
database system that is formatted to meet the M.I.S. reporting requirements in California for the Student
Assessment Record.

The ASAP_MIS software can be run from the \CAPP directory by typing ASAP_MIS and <Enter>.
Before a file can be prepared, three items from the setup menu need to be performed:

1) Enter the District-College-Identifier for your college (Use the attached Appendix A)
2) Enter the State codes for all approved tests (Use the attached Appendix I).
3) Enter the default Accommodations and Purposes that you desire posted to records that currently
have empty accommodation and purpose fields.

Notes: a) The tests and scores that are listed in the ASAP_MIS software are the tests/scores available
to the ASAP program in the current testing period. ASAP's name of each test/score and 3 byte code
are given. You need to determine which of these tests/scores are on the approved list (Appendix I) and
enter the appropriate state's 4 digit state code. It is possible that some, possibly many, of the tests and
scores listed will not have state codes. The final Student Assessment file produced will only include
records for tests or scores for which codes are entered.

b) You will be asked later in the software if you wish to post default accommodation and purpose (A & P)
codes when the assessment database file is being built. If you respond yes (recommended), then the defaults
entered on the setup menu for a give test will be used in every A & P field that is currently empty for that test.
Many colleges have been gathering A & P data for a while, and this data will not be overwritten by the
defaults assigned. Only empty A & P fields will be give the default values. The same default values, of course,
will be given to each student record of a given test type, so editing will need to occur for any A & P codes
that differ from these default for specific student records.

c) The purpose coded 'R' (retest) should probably not be of concern at this stage. You will later be given the
option to "compute" the retest purpose code. If you chose yes to this option (recommended), then the
software will replace all 'I' codes (initial placement) with 'R' codes (retest) for those student records which are
matching on student id and test code, but are taken at a later date in the reporting period. It is assumed that
assessment records for the same student taking the same test on a different (later) date constitute a retest for
that student. If this is not the case at your college, you should not select the retest computation option
presented later in the ASAP_MIS software.

Once the software is setup, you can select the option Add Data to the Assessment Database. The
Assessment Database will be a first stage for the preparation of the Student Assessment File. Data added
to the database can be viewed and edited. Once is it ready, then the Student Assessment File can be
produced in an appropriate form from the Assessment Database.

When adding data to the Assessment Database, you need to answer the following questions/options:

1) Enter the year for the Term-Identifier. For the reporting period of July 1, 1999 to June 30, 2000, you
should enter 00. 2) Select all testing periods from ASAP that you want to search. All tagged testing periods
will be searched for all test/scores records which have state codes and that have dates that fall in the
identified reporting period.
3) Select all tests (from the list of those which you added codes in the setup) that you want to include.
You will likely tag all from the list. (Note that F8 tags all).
4) Chose Yes or No to the option of posting default A & P values to empty A & P fields. See above note
for explanation. 5) Chose Yes or No to the option of computing 'R' (retest) purpose code. See above note
for explanation. The program will then build an assessment database based on the selected options.

After the Assessment Database has been created, you can browse this database with the option of editing
any field. You can edit a field by pressing <Enter>. The only fields likely to require any editing are the
Accommodation field, and that will only be true if accommodation data for specific student had not been
kept up to date in the ASAP software. There are several tools in the browse/edit routine that are available
to assist in quickly finding records that may require editing. Here are some:
a) You can search the current indexed field (i.e. student id) for a specific value by pressing F2.
b) You can change the index field from student id to student name (full), etc., by pressing ALT-I.
c) You can isolate a specific subset of records by pressing ALT-S.
d) You can lock (from scrolling off the screen) a selected number of fields to the left by pressing ALT-L.
With these tools available, you should be able to quickly locate student records with fields that you need
to review or edit.

Once the database had been prepared and , as necessary, edited, then the M.I.S. Student Assessment
File can be prepared. The program will prepare the file in the exact format required for the state. A default
file name will be assigned, but this can be changed. An edit report prepared by the California Community
College Chancellor's Office will also be run. You are give the option to print the report. If possible, do so
in order to identify any errors in the file. If there are errors, please let us (CAPP) know so that we can
assist you if 'fixing' the problem and possibly building in further checks into the software to print such errors
in the future.

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