Transcript Document

MIS REPORTING &
Reports from MIS
Preliminary Job Group
Becky Phillips
ARC
February, 2006
7/18/2015
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MSI Reporting & Reports from MIS
Preliminary Job Group
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What is MIS Reporting?
What are the reports of the MIS Preliminary Job
Group MG001R?
 Will not be covering the 6/2 Match reports today
 FTEF Distribution & Computation Process Pre-Edit Error
Report (SR2901A)
 Quarterly Staff/Class Schedule Reconciliation (SR2904)
 FTEF Distribution & Computation Process Pre-Edit Error
Report (SR2901B)
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What do the error messages mean?
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What is MIS Reporting?
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Production jobs that extract and edit student,
enrollment, class and staff data for the quarter
The data is sent electronically in files to the
system MIS (Management Information System)
databases on the SBCTC’s HP3000
Each quarter’s reporting data is final after your
college has released the data to SBCTC
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MIS Reporting Calendar
Posted on SBCTC’s web site
 Important reporting dates
 Check it frequently
 Have your SMS job scheduler schedule
the requested jobs on the dates listed on
the calendar

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Standard Policy and Procedures
Manual
Source of MIS reporting rules
 Chapter 5 covers course coding, student,
and enrollment counting
 Located on SBCTC’s web site

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What does SBCTC do with the
MIS Data?
Primary source for SBCTC Data
Warehouse
 Used for executive policymaking and
decision support
 Funding, enrollment allocation, enrollment
forecasting, research, mandated studies
by statute
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What external agencies is the
data reported to?
Office of Financial Management
 Higher Educational Personnel Board
 Higher Educational Coordinating Board
 Workforce Training Education
Coordinating Board
 Washington State Legislature
 Department of Education
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SMS Reporting Steps
1.
2.
3.
Schedule the MIS Preliminary job group,
MG001R, often through out the quarter to edit
your SMS data.
Make the appropriate changes to your SMS
data to correct MIS errors.
Schedule the MIS Finals job group, MG003Q,
during the time period listed on the MIS
Reporting Calendar.
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Reports of MIS Preliminary Job
Group, MG001R
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Use them to clean up data prior to final
reporting
 Class
data
 Student data
 Enrollment data
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SR9201J – MIS 1/2 Extract
Invalid Codes
First job that edits the student’s quarterly
biographic error
 Errors are not necessarily “fatal”; student
may still be reported if pass other reporting
rules
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SR9201J – MIS 1/2 Extract Invalid
Codes - Errors
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Educational Program Code has not been
approved by S.B.C.T.C
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Occurs if student has F or G Intent and the
EPC entered on SM700A has not been
approved by S.B.C.T.C.
 Intent is changed to Y during MIS Finals
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SR9201J – MIS 1/2 Extract Invalid
Codes - Errors
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Educational Program Code is not in
Program Inventory Master.
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Occurs if student is coded with K or H intent
and the EPC on SM700A is not in the
master program list maintained by S.B.C.T.C
 No EPC or Program CIP will be reported
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SR9201J – MIS 1/2 Extract Invalid
Codes - Errors
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Invalid STU-INT will be set to Y (other) in
extract file.
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Occurs if student has an invalid or blank
Intent on SM700A.
 Valid Intents are A, B, D, E, F, G, H, J, K, L,
M, X, or Y
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SR9202J – Count Tenth Day
Enrollment
Determines which enrollments are eligible
for state reporting.
 Updates the Ten Day Enr field on Class
Schedule screen, IS1002.
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SR9202J – Count Tenth Day
Enrollment
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Three types of errors
– invalid or excluding
 Dates – enrollment or class
 Fee Pay Status – non-counting
 Coding
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SR9202J – Count Tenth Day
Enrollment
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Coding Errors:
 01
The student's Residency Status is invalid
 02 The student's Fee Paying Status is invalid
 03 The student's biographic data is missing
 07 The student's class is not in the class
schedule
 08 The class is canceled
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SR9202J – Count Tenth Day
Enrollment
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Coding Errors:
 12
The Continuous/Sequential Ind of class not 'C','S' or
blank
 17 Warning. Student's credits are not equal to class
credits
 18 Non-reportable Section; Section Status = 'Z'
 23 Fee paying stat is not valid with student's resident
status
 27 The enroll count method of class is not 'C','S' or
blank
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SR9202J – Count Tenth Day
Enrollment
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Date errors:
 09
The Start Date of class is after the Tenth Day of the
class
 10 The Start Date of class is after Last Day of quarter
 11 The Tenth Day of class is after Last Day of quarter
 13 Add Date of student's class is after Last Day of
quarter
 14 Add Date is after Tenth Day of class for a sequential
class
 15 Drop Date is on/before the Tenth Day of a sequential
class
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SR9202J – Count Tenth Day
Enrollment
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Date errors:
 16
Student dropped from continuous class before Last
Day YRQ
 28 Entry date of student's class is after last day of
quarter
 29 Entry date is after tenth day of a course-based class
 30 Exit date is on/before tenth day of course-based
class
 31 Exit date is on/before student's 5th day in stu based
class
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SR9202J – Count Tenth Day
Enrollment
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Fee Pay Status edits
 04
Senior Citizen (audit, space available) tuition
waiver
 05 College Employee tuition waiver (space available)
 06 Unemployed tuition waiver
 19 Underemployed tuition waiver
 20 Classified state employee tuition waiver
 21 WSU branch employee tuition waiver
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SR9202J – Count Tenth Day
Enrollment
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Fee Pay Status edits
 22
'Running Start' student
 24 Fee Paying Status is '34' (not paid)
 25 Fee Paying Status is '35' (contract student)
 26 Senior Citizen (credit, space available) tuition
waiver
 32 Clover Park Elective High School
 33 Lake Washington Otteson High School
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SR9202J – Count Tenth Day
Enrollment
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Fee Pay Status edits
 34
Bates Technical High School tuition waiver
 35 Native American non-resident waiver
 36 Bates Vocational Support
 37 Fee Paying Status is '55' (Alternative High School)
 38 Washington National Guard tuition waiver (space
available)
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SR1202J –MIS 1 Report
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Eight tables based on student and
enrollment information.
 Table
1: Quarterly FTES by Funding Source
 Table 2: Student Headcount by Credit Hour
Load
 Table 3: Student Headcount by Sex Within
Age Group
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SR1202J –MIS 1 Report
4 – Transfer Students by Source
 Table 5: High School Students by County of
High School
 Table 6: Student Headcount by Ethnicity, Sex &
Credit Hour Load
 Table 7: Student Headcount by Student Intent
 Table 8: Student Headcount by Clock Hour
Load
 Table
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SR2201J – MIS 2 Report
Edits the quarterly class record
 Three kinds of edits:
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 Incomplete
data in class record
 Invalid codes
 MIS reporting rules
R (Reject) appears in left hand column
 Asterisks appear below field or fields in
error
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SR2201J – MIS 2 Report
“R” indicates the class can not be reported
because of errors
 “S” indicates that course has not been
approved
 “!” indicates that the alternate section can
not be reported because the lead section
has rejected.
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SR2201J – MIS 2 Report
Incomplete data in class record
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Instructor ID
Instructor Name
Employment Status
Funding Source
10th Day Enrollment
Time-Location
Days if Time-Location
= 1, 2, 9, 0
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Checked Fall Qtr only:
 Start Time if not
arranged
 End Time if not
arranged
 Building & Room if
not arranged and
Time-Loc = 1, 2, 9, 0
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SR2201J – MIS 2 Report
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Invalid Codes – rare since the screens edit
these codes
 Institutional Intent
 Employment Status
 Team Taught
 Consecutive/Sequential
 Time Location
 Days
 Enrollment
Count Methodology
 Clock Hour Indicator
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SR2201J – MIS 2 Report
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MIS Reporting Rules – Rejects
 Course
not approved for the quarter
 Fee Pay Status of 80 or 99 and Funding
Source of 1, 2 or 3
 Funding Source of 2 or 3 and no percent of
external funding entered on CM5010.
 Institutional Intent of 31 and Funding Source
not 5
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SR2201J – MIS 2 Report
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MIS Reporting Rules – Rejects
 Institutional
Intent is 21 and the EPC code
attached to the course has not been approved
for the college
 Institutional Intent is 21, 22 or 23, the CIP
assigned has a CIP Type other than F, L or M
 CIP Type is C (community service) and class
has Institutional Intent other than 31
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SR2201J – MIS 2 Report
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Also provides a summary of FTES by
Institutional Intent and Funding Source
 10th
day FTES less R-Rejects (reported to
SBCTC) – amount of FTES eligible to be
reported as of the run date.
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SR2201J – MIS 2 Report
 10th
day FTES (R-Rejects included/not
reported to SBCTC) – amount of FTES for all
classes that have 10th day enrollment
including those that rejected
 Total Enrollment (not reported to SBCTC) –
amount of FTES for all enrollments in all the
classes. Includes rejected classes and noncounting enrollments.
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SR1201 – Errors when Creating
the MIS 1 File
Further edits the student’s quarterly
biographic record
 Students enrolled entirely in funding
source 5 classes are not edited
 Students with fee pay status of 10, 11, 21,
22, 33, 34, 51, 53, 56, 93, 94, 95, 96, 97,
98 are not edited
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SR1201 – Errors when Creating
the MIS 1 File
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Three types of errors
– no action needed
 Informational or Warning – you may want to
enter appropriate data
 Warning - automatic action will occur
 Informational
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SR1201 – Errors when Creating
the MIS 1 File
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Informational Errors
 Birthdate
invalid? Calculated age is LT 12 or GT
85.99.
 Student has more than 25 classes; 25 will be reported
 Student has more than 99.9 credits; 99.9 will be
reported
 Student has more than 999.9 hours; 999.9 hours will
be reported
 Student is unreportable because all classes rejected
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SR1201 – Errors when Creating
the MIS 1 File
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Informational or Warning
 Student’s
STU-PURP-ATTND is blank
 Student’s STU-FAM-STAT is blank
 Student’s STU-PLAN-ATTND is blank
 Student’s STU-WORK-ATTND is blank
 Student’s STU-PRIOR-EDUC is blank
 Student’s RACE code is invalid
 Student’s HISPANIC code is invalid
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SR1201 – Errors when Creating
the MIS 1 File
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Automatic adjustment
 Student’s
STU-PRG-ENR is invalid; no CIP
will be reported (the EPC is checked if the
student has a quarterly intent of F or G)
 Invalid STU-PURP-ATTND will be reported as
“90” (Other)
 Invalid STU-FAM-STAT will be reported as
“90” (Other)
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SR1201 – Errors when Creating
the MIS 1 File
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Automatic Adjustments
 Invalid
STU-PLAN-ATTND will be reported as
“90” (Other)
 Invalid STU-WORK-ATTND will be reported
as “90” (Other)
 Invalid STU-PRIOR-EDUC will be reported as
“90” (Other)
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SR1201 – Errors when Creating
the MIS 1 File

Automatic Adjustment
 Invalid
STU-WORK-ATTND will be reported as blank
– this error occurs if the student has a STU-WORKATTND of 80, 81, 82, 83, 84, or 85, (Dislocated
Workers) and does not have one of the following:
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Student intent of D, F, G, H, or J
Enrollment in at least one class with a CIP of 32.XXXX (Adult
Basic Ed), 54.9999 or 98.0002 (Multi-Occup/Speciality Prog)
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SM4300J – Excess Enrollment
Each quarter, community colleges can
designate some or all of their over state
supported FTES target enrollments as
excess enrollments
 Only certain over enrollments are eligible
to be excess enrolled
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SM4300J – Excess Enrollment
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Eligible enrollments:
 Enrollment
in a state supported class
 Student has the resident Fee Pay Status (01)
in all state supported classes
 The state supported classes have a blank or
01 fee pay status
 No enrollment override of the fee pay status
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SM4300J – Excess Enrollment
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Eligible enrollments:
 Student’s
enrollments count in the 10th day
enrollment count of all his or her state
supported classes
 Student’s state supported class all count for
MIS reporting
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SM4300J – Excess Enrollment
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Eligible enrollments:
 Student
paid their own tuition
No financial aid
 No waivers
 No payment using a FAPC
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 Student
can have one or more enrollments
that are selected for excess enrollment and
some that aren’t
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SM4300J – Excess Enrollment
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Two reports generated
– Excess Enrollment Exclusion List –
what eligible enrollments were not selected
and why
 SM4301 – Excess Enrollment Summary –
headcount, FTES and estimated tuition of
eligible enrollments
 SM4300
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SM4300J – Excess Enrollment
SM4300 - reasons for exclusion:
 Student’s
resident tuition payment is <
estimated tuition – either the student hasn’t
paid the total tuition estimated by the job or
hasn’t paid by either cash, check or credit
card
 Start date of class > start date parameter
 State support class is not reportable
 Student is enrolled for 0 credits
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SM4300J – Excess Enrollment
SM4300 - reasons for exclusion:
is enrolled in a continuous class – SM4300INCL-CONT set to N
 Student has dropped this state support class
 Enrollment in state support class is not reportable
 Non-state supported class and enrolled fps = 01
 Student is enrolled in supplemental or shared funded
class
 State supported class and enrolled fps not = 01
 Student
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SM4300J – Excess Enrollment
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SM4301 – Excess Enrollment Summary
 Job
scheduling criteria
 Headcount, FTES and estimated tuition of
eligible enrollments
 Remaining eligible FTES and estimated
tuition
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MIS 1/2 Reports
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Informational reports in different formats
– MIS 1/2 Roster
 SR1205J – MIS 1/2 Non-Counting Enrollment
 SR1206J – MIS 1/2 Non-Counting Enrollment
Roster
 SR1207J – MIS 1/2 Student Check List
 SR1204J
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SR1204J – MIS 1/2 Roster
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Class roster list
Classes with non-counting enrollments are
identified with astericks (****)
Non-counting students based on enrollment
dates are identified with asterisks (**)
Non-counting students based on enrollment Fee
Pay Status are identified with pound signs (##)
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SR1205J – MIS 1/2 Non-Counting
Enrollment
Sorted by MIS Error Code
 Summary at each MIS Error Code

 Number
of enrollments
 Amount of non-counting credits
 Amount of non-counting clock hours
 Amount of non-counting FTES
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Summary of all MIS Error Codes
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SR1206J – MIS 1/2 Non-Counting
Enrollment Roster
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Class roster list
Non-counting students identified with MIS Error
Code
Summary by MIS Error Code at end of the report
 Number
of sections
 Reported Enrollments
 Reported MIS Credits and Hours
 Reported FTES
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SR1207J – MIS 1/2 Student
Checklist
Students with non-counting enrollments in
alphabetical order
 All enrollments for the student display
 MIS Error code displays with non-counting
enrollment
 Summary of students, enrollments and
FTES – counted, not counted and total
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SR4101J - Unduplicated Headcounts
by Enrolled Program – Occupational
Preparatory Enrollments

Counting students with F Intent
 Sex
 Campus
Location
 Resident/Non-resident
 Average credits/hours/age
 Ethnic classification

Non approved programs identified with
asterisk
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SR1203J - Special Needs
Assignment Update Log

Sets two of the three Special Needs Indicator
 Academically
Disadvantaged
 Limited English Proficiency
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Cumulative through academic year
Reset to blank each July
Used for Carl Perkins Act reporting requirements
(Federal Act)
Economically Disadvantaged Indicator is set by
Jobs SR1208J, SR1209J & SR1211J during MIS
finals.
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SR2254J – FTES/FTEF Summary
Load Status Report SR2255
Creates SMIS summary data
 Prorates Federal vocational FTEF
 Federal vocational faculty have a V11 PAC
Code on their Payroll record
 Sorted by Subject Clusters – groupings of
like CIP codes
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Questions?
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