EMIS Staff Reporting

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EMIS Staff Reporting

• Presented by ACCESS
• May 21, 2008

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Payroll to EMIS for Staff data

• What deadlines are looming on the EMIS side?
• See processing schedule
• What Staff information is required by EMIS ?
• See appendix I staff data elements
• Where is the information on the Payroll side?

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EMIS FY2008 Year-end Processing Key Dates You
must know when all attendance is entered

• 5/9/08 First processing
• 5/30/08 - NEED to extract data from USPS
• 5/30/08 NEED to have Building and District data
  complete in EMIS
• 6/13/08- Compliance Deadline
• 7/18/08 Final Processing

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(No Transcript)
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USPSCN Program Priviliges

• BIOSCN IS PAYROLL
• DEMSCN IS EMIS
• JOBSCN IS PAYROLL
• POSSCN IS EMIS
• EMIS SCREENS REQUIRE PERSONNEL RIGHTS TO APPEAR
  ON YOUR MENU

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BIOSCNReportable Fields
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BIOSCN
Updateable in BIOSCN/DEMSCN
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BIOSCN
Validated at time of entry in BIOSCN from EMIS
options file
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BIOSCN
Cross validations performed in PERDET and by ODE
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BIOSCN

• Cross validation warnings and fatal errors
• Birth date
• Less than 7/1/1933
• Greater than 7/1/1992 and certificated jobs for
  employee
• Long term illness
• Must be equal or less than absence days
• Must be less than or equal to 300
• Absence/attendance days
• Must be less than or equal to 300

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DEMSCNReportable Fields
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DEMSCN
Updateable in BIOSCN/DEMSCN
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DEMSCN
Validated at time of entry in DEMSCN from EMIS
options file
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DEMSCN
Cross validations performed by PERDET and by ODE
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DEMSCN

• Cross validation warnings and fatal errors
• Birth date
• Less than 7/1/1933
• Greater than 7/1/1986 and certificated jobs for
  employee
• Semester hours
• Not high enough for an employee with a
  certificated position
• Invalid number of semester hours for
  paraprofessional value

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DEMSCN

• Long term illness
• Must be equal or less than absence days
• Must be less than or equal to 300
• Absence/attendance days
• Must be less than or equal to 300

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DEMSCN

• Total years of experience
• Must be greater than authorized years of
  experience
• Authorized years of experience
• Must be less than total years of experience
• Degree type
• Invalid value for paraprofessional value

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JOBSCN _ POSSCN

• Similar relationship
• Additional information

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JOBSCNReportable Fields
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JOBSCNReportable Fields
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JOBSCN
Updateable in JOBSCN/POSSCN
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JOBSCN
Updateable in JOBSCN/POSSCN
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JOBSCN
Validated at time of entry in JOBSCN from EMIS
options file
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JOBSCN
Validated at time of entry in JOBSCN from EMIS
options file
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JOBSCN
Cross validations performed in PERDET and by ODE
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JOBSCN
Cross validations performed in PERDET and by ODE
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JOBSCN

• Position type
• This position type may require a different
  position code
• Appointment type
• Semester hours may not be high enough
• May have a mismatch of appointment type and
  position code

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JOBSCN

• Assignment area
• This assignment area and position code may need a
  different paraprofessional value
• Requirement of certain position codes
• FTE
• Can not equal zero for active job

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JOBSCN

• Grade level
• Position code may be required for grade level
• Grade level required for combination of position
  code and funding source
• Funding source, labeled code
• Funding source and position code combination may
  require a grade level

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JOBSCN

• Separation date
• Position separation date required for current
  status
• Separation reason
• Separation reason required with current position
  status
• Separation date cant be greater than zero with
  current position status

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POSSCNReportable Fields
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POSSCN
Updateable in POSSCN/JOBSCN
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POSSCN
Validated at time of entry in POSSCN from EMIS
options file
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POSSCN
Cross validations performed in PERDET and by ODE
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POSSCN

• Cross validation warnings and fatal errors
• FTE
• Can not equal zero for active job
• Appointment type
• Semester hours may not be high enough
• May have a mismatch of appointment type and
  position code

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POSSCN

• Position type
• This position type may require a different
  position code
• Assignment area
• This assignment area and position code may need a
  different paraprofessional value
• Requirement of certain position codes

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POSSCN

• Separation date
• Position separation date required for current
  status
• Separation reason
• Separation reason required with current position
  status
• Separation date cant be greater than zero with
  current position status

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POSSCN

• Position status
• Active status must have FTE greater than zero
• Separation reason required with current position
  status
• Position code
• Grade level required for position code
• May have a mismatch of position code and
  appointment type
• HQPD value cant be for this position code

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POSSCN

• Position code continued
• Requires an assignment area
• This position code may require a different
  position type
• This position code and assignment area may need
  different paraprofessional value
• This position code and funding source may require
  different grade level

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POSSCN

• Grade level
• Grade level required for jobs position code
• Grade level required for combination of position
  code and funding source
• HQPD
• Value cant be with certain position codes
• Value must be equal on all reportable jobs

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POSSCN

• Paraprofessional
• Value for paraprofessional cant be for
  position code and assignment area combined
• Degree type required for value of
  paraprofessional
• Semester hours invalid for value of
  paraprofessional

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USPCHG Menu

• This is a mass change option that can be used to
  accomplish various tasks

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Changes to Make Before Extraction

• USPCHG (opt 4) to change Job Status 8 or 9 to
  position status U for staff that left after
  count week and before year end
• USPCHG A(opt 6) to change Report to EMIS N for
  jobs reported as no longer employed in October
• 800 position codes flagged as Y to report to
  EMIS
• Active jobs with position codes in the 800 range
  should have Yes indicated on the report to
  EMIS flag in JOBSCN.

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Process for Reporting Staff Data in EMIS at
Year-end
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Staff Data Extracted from USPS USPEMS
Staff files submitted to ODE
Uniform Staff Payroll System (USPS)
Education Management Information System EMIS
Run EMSRDET
ODE processes data
EMSRDO8N.TXT
ODE/EMIS Staff Reports
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Accountability

• 2008N_STAFF_MISSING
• ODE webpage doesnt list N reports yet
• Data submission requirements indicate that there
  are new rules for N reporting
• 2008N_MISSING_DATA
• 2008X_ISSUES
• 2008X_ISSUES_DETAIL

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Extracting data from USPS

• If the EMIS ID is blank report the SSN, Employee
  ID, or Credential ID to EMIS (S,E,C)? ltSgt _
• MUST MATCH COURSE MASTER
• ODE NEVER GETS Social Security Numbers

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Run USPEMS Process

• Run USPEMS - PERDET
• Correct validations
• Run USPEMX to create uspemx.seq file
• Run through EMIS validations
• Repeat process to correct data
• Run final validation extract when attendance
  data has all been entered

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REPORT in PERIOD N

• Individuals employed by the reporting entity as
  of the end of the school year.
• Individuals hired after the October Count Week
  who left before the end of the school year.
• Individuals who were employed during the current
  school year but who left prior to the October
  Count Week.
• Individuals or companies contracted by the school
  district as of the end of the school year to
  perform duties normally performed by school
  district personnel (e.g., bus drivers, food
  service staff, and special education therapists).
• Individuals who were reported as part of the
  October staff data, even if they are no longer
  employed.
• Individuals employed through supplemental
  contracts as of the end of the school year,
  including individuals whose only position is a
  supplemental contract.

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DO NOT REPORT

• daily (as needed) substitutes
• student employees
• board of education members
• adult education teachers
• game officials, ticket takers
• part-time help
• individuals who left over the summer and reported
  as no longer employed during the October (K)
  reporting period
• volunteers serving in the district

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Run POSSUM

• Shows FTE by position code gender
• Selection Options include
• Report to EMIS flag
• Position Status
• Position Type
• May help verifying FTEs
• Does not correlate to State Dept reports

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RPTSUM May be helpful

• This program can be used to show EMIS days for a
  selected employee or group of employees for
  identifying and correcting problems

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Whats Next !

• COULD THIS POSSIBLY GET MORE INTERESTING.. ?

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BIG CHANGES FOR OCTOBER

• FEWER POSITION CODES
• ASSIGNMENT CODES CHANGING
• THIS WILL REQUIRE REVISION WITH PAYROLL AND EMIS
  WORKING TOGETHER TO IDENTIFY CORRECT INFORMATION
• ACCESS WILL PRESENT A JOINT SESSION
• WHEN TO SCHEDULE SESSION?