Executive Overview

1
Executive Overview
This presentation provides an overview of the
SBCTC-ITD Administrative Applications. Available
are links to associated web home pages, module
details, database pivot tables, and Visio
diagrams of specific databases. A link to a
step-by-step tutorial of creating a basic
DataExpress procedure is also included.
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FMS Financial Management System
PPMS Payroll/PersonnelManagement System
FAS Financial Aid System
SMS Student Management System
Modules
Modules
Modules
Modules

• Control Tables
• Accounts Payable
• AFRS
• Budget Management
• Cashiering
• Customer Accounts Accounts Receivable
• Fee Calculation
• Fixed Assets
• General Ledger Accounting
• Third Party - Facilities Maintenance

• Control Tables
• Applicant Tracking
• Employee Contracts
• Employee Maintenance
• Government Reporting
• Leave Accounting
• Payroll Processing
• Position Control
• Salary Forecasting

• NEED
• Tracking
• Award
• Disbursement Reconciliation
• External Reporting
• Work Study
• Loan (Stafford/FFELP)

• Course Management
• Student Biographic and Admissions
• Registration
• Program Enrollment
• Grades and Records
• Student Progress
• Student/Faculty Self-Service Functions
• State and Federal Reporting
• Schedule 25/25E

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FMS Financial Management System

• Used in every area of FMS to define the college
  account structure, provide options within each of
  the functional areas of FMS, and to control all
  processing and reporting external to the
  applications programs.
• Associated Databases TBL1, TBL2
• Set parameters
• Edit transactions
• Generate off-line functions

• Control Tables

4
FMS Financial Management System

• Responsible for all vendor liabilities, refunds
  and financial aid disbursements.
• Associated Database AP
• Creates encumbrances
• Provides invoice processing
• Writes checks
• Provides interdepartmental cost transfers
• Creates credit and debit memos

• Control Tables

• Accounts Payable

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FMS Financial Management System

• AFRS (Agency Financial Reporting System)
  functions as the state-wide financial accounting
  system. Used to prepare a variety of interim
  reports for state-level executive management.
  Responds to inquiries from parties outside OFM.
• Associated Database AFRS
• Consolidates and transmits financial data from
  colleges to AFRS
• Reduces data transmission costs via single
  agency reporting (consolidation)
• SBCTC reconciles FMS and AFRS on a monthly basis

• Control Tables

• Accounts Payable

• AFRS

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FMS Financial Management System

• Control Tables

• Provides an internal spending plan for operating
  accounts as well as grants, contracts, and
  capital projects.
• Associated Database BDGT
• Provides fiscal vs. project budgeting
• Creates a budget status file
• Gives permanent vs. temporary budget structures
• Has a budget development process

• Accounts Payable

• AFRS

• Budget Management

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FMS Financial Management System

• Replaced the cash register. Interfaced with
  modules in the FMS, SMS, and Financial Aid
  systems.
• Associated Databases POS, CA
• Performs cash register functions
• Allows multiple payment methods
• Performs fee calculation
• Allows full, partial, or deferred payments
• Generates refunds and posts to AP
• Edits the financial aid award file

• Control Tables

• Accounts Payable

• AFRS

• Budget Management

• Cashiering

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FMS Financial Management System

• Control Tables

• Supports the recording, monitoring, aging and
  billing of all receivables.
• Associated Database CA
• Creates, changes, displays charges
• Allows partial or full payments
• Provides payment and billing schedules
• Produces billing documents
• Provides an aging report

• Accounts Payable

• AFRS

• Budget Management

• Cashiering

• Customer Accounts Accounts Receivable

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FMS Financial Management System

• Calculates a students fees based on current
  enrollment while considering the student and
  class fee pay status. Posts the fee calculation
  to customer accounts.
• Associated Database TBL1
• Identifies the type of tuition charged to a
  student (Student Fee-Pay-Status)
• Identifies the category of tuition charged to a
  student (Class Fee-Pay-Status)
• Maintains the tuition calculation table
• Maintains the fee code table

• Control Tables

• Accounts Payable

• AFRS

• Budget Management

• Cashiering

• Customer Accounts Accounts Receivable

• Fee Calculation

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FMS Financial Management System

• Provides the control mechanism for all physical
  assets and attributes of a college.
• Associated Database INVEN
• Tracks land, buildings, rooms, equipment
• Calculates depreciation
• Provides replacement cost data
• Assesses planned land and building functionality

• Control Tables

• Accounts Payable

• AFRS

• Budget Management

• Cashiering

• Customer Accounts Accounts Receivable

• Fee Calculation

• Fixed Assets

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FMS Financial Management System

• Provides the control mechanism for processing and
  updating all detail accounting transactions
  except the physical writing of checks.
• Associated Databases GL, SLEDG, ARCHV
• Creates an account summary file
• Creates an account detail file
• Provides batch maintenance functionality copy,
  reverse, delete
• Performs subsidiary postings

• Control Tables

• Accounts Payable

• AFRS

• Budget Management

• Cashiering

• Customer Accounts Accounts Receivable

• Fee Calculation

• Fixed Assets

• General Ledger Accounting

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FMS Financial Management System

• Provides facility managers with a quick but
  detailed view of their facility and pertinent
  maintenance activity. FM1 is an optional
  application that is used by about 1/3 of the
  colleges.
• Associated SQL Database INNOVUS Accessed for
  reporting using Crystal Reports
• Produces work orders
• Tracks the cost of labor and materials
• Schedules preventive maintenance
• Provides inventory management

• Control Tables

• Accounts Payable

• AFRS

• Budget Management

• Cashiering

• Customer Accounts Accounts Receivable

• Fee Calculation

• Fixed Assets

• General Ledger Accounting

• Third Party - Facilities Maintenance

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FMS Application Data Facts
Components associated with FMS

• Databases

12

• Datasets

259

• Data Fields (Duplicated)

1787
880

• Data Fields (Unduplicated)

NOTE Turbo Image Databases defined by
Dictionary 3000
14
PPMS Payroll/Personnel Management System

• Used to edit transactions, control processes,
  store descriptive information and determine
  criteria for processing payroll and personnel
  reporting.
• Associated Databases TBL1, TBL2, TBL3 ,TBL5, EMP
• Sets parameters
• Edits employee databases
• Performs statistical reporting
• Processes time, attendance, and payroll

• Control Tables

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PPMS Payroll/Personnel Management System

• Maintain current and historical data used for
  tracking applicants, affirmative action reports,
  and cost factors for recruitment.
• Associated Database APP
• Tracks pre-applicants
• Tracks applicants
• Performs statistical reporting

• Control Tables

• Applicant Tracking

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PPMS Payroll/Personnel Management System

• Control Tables

• Produces and maintains part-time faculty
  contracts.
• Associated Databases EC, EMP, SM
• Produces contracts based on class information
• Calculates course salary costs
• Tracks contract status

• Applicant Tracking

• Employee Contracts

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PPMS Payroll/Personnel Management System

• Establishes and maintains employee records from
  employment to separation or retirement. Includes
  payroll processing and federal, state and
  internal reporting.
• Associated Database EMP
• Maintains job appointments, account
  distributions, job histories
• Processes salary increases
• Provides rosters, directories, and labels
• Provides enrollment to benefits
• Maintains education and professional development
  histories

• Control Tables

• Applicant Tracking

• Employee Contracts

• Employee Maintenance

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PPMS Payroll/Personnel Management System

• Designed to fulfill the needs for mandatory
  federal reporting.
• Associated Databases EMP, PAYRH, TBL5, PMIS
• Performs W-2 processing
• Provides data for the Integrated Post-secondary
  Education Data Systems (IPEDS)
• Provides data for EEO Compliance reporting
• Compiles the PMIS database for SBCTC

• Control Tables

• Applicant Tracking

• Employee Contracts

• Employee Maintenance

• Government Reporting

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PPMS Payroll/Personnel Management System

• Control Tables

• Provides comprehensive leave accrual and usage
  processing.
• Associated Databases EMP, PAYR
• Calculates leave accruals
• Monitors leave accrual eligibility
• Posts leave usage transactions
• Posts transactions that affect gross pay

• Applicant Tracking

• Employee Contracts

• Employee Maintenance

• Government Reporting

• Leave Accounting

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PPMS Payroll/Personnel Management System

• Processes all aspects of payroll. Produces your
  paychecks!
• Associated Databases EMP, PAYR, PAYRH, PAUDIT,
  GL, DRS
• Provides multiple pay cycles and schedules
• Posts salary, benefit costs, and vendor payments
  to FMS
• Produces automatic payments, time transactions,
  retroactive pay, hand drawn checks, automatic
  check cancellations and various balance
  adjustments.
• Calculates leave pay-offs
• Processes automatic expense transfers

• Control Tables

• Applicant Tracking

• Employee Contracts

• Employee Maintenance

• Government Reporting

• Leave Accounting

• Payroll Processing

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PPMS Payroll/Personnel Management System

• Control Tables

• Assigns employees to authorized and budgeted
  positions while comparing position, employee job
  record, and the budget record.
• Associated Databases TBL5, EMP, BDGT
• Defines authorized positions
• Allows multiple employees per position
• Allows multiple positions per employee
• Provides a link from budget to employee records
• Allows entry of vacant positions

• Applicant Tracking

• Employee Contracts

• Employee Maintenance

• Government Reporting

• Leave Accounting

• Payroll Processing

• Position Control

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PPMS Payroll/Personnel Management System

• Forecasts salary and benefit costs for a fiscal
  year with multiple base cost increase projections
  and multiple fiscal years for future planning.
• Associated Databases TBL5, EMP, BDGT, SF
• Creates base salary records
• Provides salary and benefit cost distribution by
  month
• Applies salary and benefit increases
• Provides budget planning scenarios

• Control Tables

• Applicant Tracking

• Employee Contracts

• Employee Maintenance

• Government Reporting

• Leave Accounting

• Payroll Processing

• Position Control

• Salary Forecasting

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PPMS Application Data Facts
Components associated with PPMS

• Databases

13

• Datasets

344

• Data Fields (Duplicated)

2474

• Data Fields (Unduplicated)

1311
NOTE Turbo Image Databases defined by
Dictionary 3000
24
FAS Financial Aid System A third party
application from COCO

• Stores incoming applicant data, referred to as
  Institutional Student Information Reports (ISIR),
  and calculates this data using federal
  methodology.
• Associated Database NEEDnn
• 
  where nn the award year
• Gives view access to ISIR data
• Calculates ISIR data
• Generates records in the SAFER database
• Provides Updated Tracking Detail with comment
  code data from ISIR records

• NEED

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FAS Financial Aid System A third party
application from COCO

• NEED

• Provides document tracking, issue tracking, and
  student notices.
• Associated Database SAFER
• Maintains a record of all required and received
  documents
• Stores edits for resolution by aid counselors
• Serves as the driver for the student
  notification process

• Tracking

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FAS Financial Aid System A third party
application from COCO

• Posts student aid awards and determines whether
  awards meet or exceed a students need. Manages
  allocations and budgets by program.
• Associated Database SAFER
• Stores awards and shows award budget balance
• Controls disbursement by status codes
• Has automated packaging function
• Has an award audit trail for adjustment

• NEED

• Tracking

• Award

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FAS Financial Aid System A third party
application from COCO

• Ability to disburse loan, grant and waiver aid.
  Also tracks all expenditures (positive and
  negative) in FAEXP data base for reconciliation.
• Associated Databases SAFER, FAEXP
• Pays open charges immediately through cashiering
  or in batch overnight
• Generates checks to distribute to students
• Tracks all expenditures and transfers for
  reconciliation

• NEED

• Tracking

• Award

• Disbursement Reconciliation

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FAS Financial Aid System A third party
application from COCO

• Meets all state and federal reporting
  requirements.
• Associated Database SAFER
• Higher Education Coordinating Board
• Unit Record Report
• State Need Grant Interim Reports
• State Need Grant Reconciliation Report
• State Board for Community and Technical Colleges
• Quarter Financial Aid Extract
• Department of Education (Feds)
• Pell Payment Reporting
• Fiscal Operations Report (FISAP)
• Return of Title IV funds reporting

• NEED

• Tracking

• Award

• Disbursement Reconciliation

• External Reporting

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FAS Financial Aid System A third party
application from COCO

• NEED

• Provides the ability to manage hours worked for
  federal and state work study programs.
• Associated Database SAFER
• Posts department and job data
• Allows for award modification for reconciliation

• Tracking

• Award

• Disbursement Reconciliation

• External Reporting

• Work Study

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FAS Financial Aid System A third party
application from COCO

• NEED

• Generates electronic Master Promissory Note flat
  files for processing. Allows for automated award
  generation from Electronic Funds Transfer flat
  files received from the loan guarantor or lending
  agent.
• Associated Database SAFER
• Creates loan certification extract files
• Stores record of loan certification
• Allows for award generation for net loan amounts

• Tracking

• Award

• Disbursement Reconciliation

• External Reporting

• Work Study

• Loan (Stafford/FFELP)

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FAS Application Data Facts
Components associated with FAS

• Databases

3

• Datasets

71

• Data Fields (Duplicated)

926
574

• Data Fields (Unduplicated)

NOTE Turbo Image Databases defined by
Dictionary 3000
32
SMSStudent Management System

• Course Management

• Enables colleges to manage all aspects related to
  creating and maintaining their college courses.
• Associated Databases SM, TBL3, TBL4
• Establishes course catalog information
• Builds college class schedule
• Identifies course characteristics
• Controls class enrollment
• Assigns instructors to classes
• Defines prerequisites

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SMSStudent Management System

• Course Management

• Contains all biographic data necessary to
  fulfill admissions requirements, and support the
  registration process as well as grades and
  records. Can optionally track the progress of
  students from their first point of contact to
  beyond graduation for alumni follow-up.
• Associated Databases SM, ADM
• Creates and maintains student SMS records
• Changes student identification numbers
• Assigns punitive and non-punitive codes
• Optional Admissions Module tracks students and
  generate documents

• Student Biographic and Admissions

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SMSStudent Management System

• Provides all the functions associated with a
  students enrollment in classes.
• Associated Databases SM, MAGWL
• Registers in-person, in batch processing, via web
  or touch-tone
• Uses Requisite Checking for test and course
  requirements
• Blocks registration for financial and academic
  holds
• Provides optional waitlist function for full
  capacity classes
• Uses attendance process for clock hour voc-prep
  students

• Course Management

• Student Biographic and Admissions

• Registration

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SMSStudent Management System

• Provides all the functions associated with a
  students enrollment in a program. Typically
  used by clock hour colleges.
• Associated Database SM
• Provides access to program information (capacity,
  hours, instructor)
• Batch registers students into associated
  quarterly classes
• Creates program waiting list
• Uses seat management for space availability
  information
• Uses instructional calendar to calculate
  enrollment into open-entry, open-exit programs

• Course Management

• Course Management

• Student Biographic and Admissions

• Student Biographic and Admissions

• Registration

• Program Enrollment

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SMSStudent Management System

• Provides all functions for end-of-quarter grading
  and transcript maintenance. Interfaces to
  Financial Aid for tracking academic progress.
• Associated Databases TRAN, TBL4
• Grades at class level and requirement level
  (clock hours)
• Provides a variety of grade roster formats
• Accepts manual, web, or scanned grading
• Sends and receives transcripts electronically
• Provides web and touch-tone access to quarter
  grades and mailers.
• Records degree, certificate, cumulative
  information

• Course Management

• Student Biographic and Admissions

• Registration

• Program Enrollment

• Grades and Records

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SMSStudent Management System

• Provides functions colleges can use to assist
  students in achieving success.
• Associated Databases TRNSFR, SM, TBL4 (and
  REGDB COCO third party product)
• Provides online evaluation of transcripts from
  other colleges
• Provides online degree audit to see if a student
  met degree requirements
• Affords early intervention process to monitor
  student success
• Provides honor roll process to identify students
  who excel
• Provides a probation process to identify students
  who fail to meet basic academic standards

• Course Management

• Student Biographic and Admissions

• Registration

• Program Enrollment

• Grades and Records

• Student Progress

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SMSStudent Management System

• Course Management

Touch-tone Allows students to perform
registration and inquiry functions by using
touch-tone telephones Student Information Kiosk
Allows students to access and input information
about schedules, registration, transcripts,
financial aid and more, from multiple locations
on a campus. Web Transaction Server Provides
web-enabled student functions such as schedules,
transcripts, and financial aid. Faculty access
for grading, class rosters, and PIN changes.

• Student Biographic and Admissions

• Registration

• Program Enrollment

• Grades and Records

• Student Progress

• Student/Faculty Self-Service Functions

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SMSStudent Management System

• Assists colleges with required reporting of
  student, enrollment, class, and staff
  information. Planning and forecasting of
  enrollment trends.
• Associated Databases SMIS and others
• Processes quarterly MIS finals
• Provides process to distribute FTEF amounts
• Gives vocational follow-up information
• Establishes retention statistics
• Provides IPEDS, Perkins Act, Student Right to
  Know, OFM reporting and others

• Course Management

• Student Biographic and Admissions

• Registration

• Program Enrollment

• Grades and Records

• Student Progress

• Student/Faculty Self-Service Functions

• State and Federal Reporting

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SMSStudent Management System

• Schedule 25 is an optional automated classroom
  scheduling system. 25E is a supplemental
  software for special one-at-a-time bookings.
  Resource 25 is also available and replaces 25E.
• Associated Database Relies on Job Group
  SG170R to provide extract from SM
• S25 Considers room characteristics (seat
  capacity and room features)
• S25 Looks at department location preferences
• S25 Maximizes number of classes placed
• 25E Interfaces with Schedule 25 to determine
  suitable space for single event scheduling.

• Course Management

• Student Biographic and Admissions

• Registration

• Program Enrollment

• Grades and Records

• Student Progress

• Student/Faculty Self-Service Functions

• State and Federal Reporting

• Schedule 25/25E

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SMS Application Data Facts
Components associated with SMS

• Databases

11

• Datasets

306

• Data Fields (Duplicated)

1888
798

• Data Fields (Unduplicated)

NOTE Turbo Image Databases defined by
Dictionary 3000
42
SMS Application Connectivity
43
FMS Financial Management System
PPMS Payroll/PersonnelManagement System
FAS Financial Aid System
SMS Student Management System
44
FMS Financial Management System
PPMS Payroll/PersonnelManagement System
FAS Financial Aid System
SMS Student Management System
Modules
Modules
Modules
Modules
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FMS Financial Management System
PPMS Payroll/PersonnelManagement System
FAS Financial Aid System
SMS Student Management System
Modules
Modules
Modules
Modules

• Course Management
• Student Biographic and Admissions
• Registration
• Program Enrollment
• Grades and Records
• Student Progress
• Student/Faculty Self-Service Functions
• State and Federal Reporting
• Schedule 25/25E

• Control Tables
• Applicant Tracking
• Employee Contracts
• Employee Maintenance
• Government Reporting
• Leave Accounting
• Payroll Processing
• Position Control
• Salary Forecasting

• NEED
• Tracking
• Award
• Disbursement Reconciliation
• External Reporting
• Work Study
• Loan (Stafford/FFELP)

• Control Tables
• Accounts Payable
• AFRS
• Budget Management
• Cashiering
• Customer Accounts Accounts Receivable
• Fee Calculation
• Fixed Assets
• General Ledger Accounting
• 3rd Party - Facilities Maintenance

46
FMS Financial Management System
PPMS Payroll/PersonnelManagement System
FAS Financial Aid System
SMS Student Management System
Databases
Databases
Databases
Databases
47
FMS Financial Management System
PPMS Payroll/PersonnelManagement System
FAS Financial Aid System
SMS Student Management System
Databases
Databases
Databases
Databases

• FAEXP
• NEED01
• NEED02
• SAFER

• APP
• DRS
• EC
• EMP
• PAUDIT
• PAYR
• PAYRH
• PMIS
• SF
• TBL1
• TBL2
• TBL3
• TBL5

• ADM
• SM
• SMIS
• TBL3
• TBL4
• TRAN
• TRNSFR
• other associated
  
  
  
  
  databases
• HIST
• INTRV
• MAGWL
• WAOL

• AFRS
• AP
• ARCHV
• BDGT
• CA
• GL
• INVEN
• POS
• SLEDG
• TBL1
• TBL2
• TRNS

48
Combined Data Facts
While accessing DataExpress, a user will see

• Databases

61

• Datasets

1060

• Data Fields (Duplicated)

7132

• Data Fields (Unduplicated)

3156
NOTE Turbo Image Databases defined by
Dictionary 3000
49
Use DataExpress To Access All Of This Data
50
SoWhats the big mystery behind DataExpress?
574 FAS Unduplicated Data Elements
Click here for a tutorial on creating basic
DataExpress procedures NOTE The tutorial may
take a few minutes to load
2474 PPMS Duplicated Data Elements
259 FMS Data Sets
306 SMS Data Sets
10 FMS Modules
880 FMS Unduplicated Data Elements
1888 SMS Duplicated Data Elements
9 PPMS Modules
3 FAS Databases
  1787 FMS Duplicated Data Elements
61 Total Databases
11 SMS Databases
 7 FAS Modules
4 SBCTC-ITD Applications
3156 Unduplicated Data Elements
9 SMS Modules
798 SMS Unduplicated Data Elements
36 Application Databases
7132 Duplicated Data Elements
1060 Total Datasets
926 FAS Duplicated Data Elements
12 FMS Databases
71 FAS Data Sets
344 PPMS Data Sets
 13 PPMS Databases
1311 PPMS Unduplicated Data Elements