Information Management Overview

Collect data & other information:

1. Ders seçimi formu. Distribute to 10th grade students at subject options presentation. FILENAME
2. Extended essay declaration. Distribute to 10th grade students after extended essay presentation. See TED's Extended Essay wiki.
3. Student data form. Distribute to 10th grade students after their subject choices have been approved. This form is formatted for both the MS Access IB student databases and for candidate registration on IBIS. Click here for more information and a sample to download.
4. IBNET and OCC for current news, changes or clarifications of regulations. Primary sources are the Latest News section of IBNET, and the Coordinator Notes from the OCC. Check the Latest News on IBNET at least once a week. Coordinator Notes are published every 3 months.

Store data in various media

1. Hard copy files. In klasör for each exam session (May 2010, may 2011, etc.) create folders (dosya) for each major program component and tasks. use May 2009 or May 2009 as examples. Keep student forms sorted by sınıf since this will make it easier to distribute, collect and find papers later.
2. Computer files. See Tom's system of folders for each examination session for examples of the kinds of files you will use and how to organize them. Use consistent and clear filenames. Any file that is for a specific exam session should start with "M09", "M11", "M12" to make it easier to distinguish between similar files. Documents that go through several revisions should have the revision date in the filename also. Tip: if you use yyyymmdd format for filenames it will be easier to to sort them in your file manager. Again, see examples in Tom's files, or click here for suggestions.
3. Microsoft Access database. This should be your primary data storage, and it should be your goal to keep this database correct as much as possible -- verify data with students at least once per semester.
4. IBIS (IB Information System). IBIS is the official set of data for anything to do with registration, all assessment components and grades. Every time you make changes to the data on IBIS, run a new set of reports and download them. Some of these reports have individual pages which you can distribute to students for them to check. Making changes in IBIS is much more time consuming and risky than Access, so always make sure that the Access database is correct first. Click here for a summary of IBIS reports.

Analyze and distribute data

1. Microsoft Access reports. Tom has already designed several standard reports. Use these reports for grouping and distributing data for different purposes (e.g. lists of extended essays by subject and supervisor).
2. Microsoft Access queries. You can use database queries to make quick lists (just copy and paste the query into MS Word or Excel). Queries are also useful for preparing lists of students with blank fields in their Access records, for example, to get a list of students that don't have an email address or extended essay supervisor in the database.
3. IBIS reports. IBIS produces many kinds of reports based on candidates and subjects. The reports are in pdf format. It is useful to download all the reports so that they are available when you need them. Many times the filename given by IBIS is cryptic, but you can change the name of the report when you download it, so that the name fits with the existing file naming system (e.g. "M10..."). Remember to run and download new reports if you make any changes to the data in IBIS. Click here for tips on organizing files.