FY09 EMIS Staff Reporting

FY09 EMIS Staff Reporting

October 2008

Summary of Presentation

• Disclaimer: Items described in this document may not be inclusive of each and every change needed for EMIS FY09. EMIS is always changing!

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Summary of Presentation

• General list of changes• More details for the changes

– Elements affected– Specific business rules for reporting of elements will not

be covered, these can be found in• Chapter 3 of FY 09 Guide• See Appendices in Guide• Appendix Y contains crosswalk details and examples of

reporting various situations• ITC Support Staff• Assistance via the USD Help Desk

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Staff Changes

• Position Codes• Assignment Areas• Special Education FTE• Master Teacher• Master Teacher Designation Year• Position Status• Credential ID/ZID

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District Level Changes

• These district level elements may affect business/payroll department staff since they are staff related– Master Teacher count per building– Master Teacher count per district

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More Details …

Staff Changes

• Position Codes– Many position codes being eliminated and

replaced with a more general code which requires the use of an assignment areas

• Number of assignment areas eliminated also

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Staff Changes

– Largest impact will be with codes 205, 206, 207 and 211

• These become code 230 with specific assignment area• Appendices Y in FY 09 Guide provides crosswalk for

codes and assignment areas• Appendix D provides list of position codes and whether

assignment area is required

• Affects Staff Employment and Staff Contractor records on the EMIS data side

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Staff Changes

• Assignment Areas– Many assignment areas will no longer be

necessary– Only 1 assignment area can be defined per Staff

Employment record• Districts will have to set up multiple jobs if a staff

member has 1 position code with multiple assignment areas

• May affect contractor records if new Employment records are added

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Staff Changes

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Staff Changes

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Staff Changes

• The percentage of funding and funding type are not affected by the reduction in the assignment areas– Past misconception these were connected– Three values for these fields per position code are

still permitted

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Staff Changes

• Special Education FTE– Found on Staff Employment record– New element for full time equivalency of position

related to Special Education

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Staff Changes

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Staff Changes

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Staff Changes

• Master Teacher– Found on Staff Demographic record– Method by which a teacher meets the

requirement for Master Teacher– Managed locally by district

• Master Teacher Designation Year– Found on Staff Demographic record– The fiscal year the teacher is designated a Master

Teacher16

Staff Changes

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Staff Changes

• Position Status– Eliminated transitional position status values of R,

D, N, O– All these become a status of C

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Staff Changes

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Staff Changes

– This will require districts to update existing Staff Employment records with a separation reason and a separation date and then add a new Staff Employment record with a new position start date and all other required fields

• Will not be able to update existing record for new position

• Highly possible the PAYSCN from the old job can be reused and a new one will not be required

• May affect Staff Contractor/CJ records due to local contract code connection

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Upcoming Staff Changes

• Credential ID/Local ZID– Field know as credential ID will become State ID– May contain Credential ID for staff with a state

issued certificate– May contain generated Local ZID for classified

staff– Optional for October 09 reporting

• Implementation in USPS and EMIS late fall

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This field description will be changedThis field description will be changed


• At the time of implementation, the SSDT will provide the ITCs with an automated means to backload the ZIDs previously generated and assigned to each classified employee into the USPS data field

• New employees will also be assigned a new ZID by the system

• District payroll staff will not have to determine what an employee’s ZID should be

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District Level Changes

• Master Teacher count per building• Master Teacher count per district

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Software Changes

• EMSSCN – EMIS entry screen for staff data– Eliminated FY09 reporting elements will be

removed from “Green screens”– “Green screens” will still run, will not be a

complete set of elements– New elements will be added only in the web

application screens– Web application will be complete set of elements

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Software Changes

• Reports referred to as ‘look-a-like’ reports will be retired– EMIS_ODE option from MENU eliminated– Exceptions will be EMS_STAFF (Demo_job)– These exceptions will be moved to the general

reports on the MENU

• All EMIS list maker options– UDMS/Safari provides same functions

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Conversion of DataFY08 -> FY09

Software Conversion

• Program is being provided to ITC that will take existing values from USPS files, convert, map and load them for EMIS FY09 reporting– Mapping of position codes and assignment areas– Assignment areas are reduced to 1 value– Change of position status values

• Above 3 are based on rules found in Appendix Y

– New fields set to zeroes, or default value

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Conversion of USPS Data

• Position codes will be mapped– Old values will be translated to the new codes

when possible• 205, 206, 207 and 211 become 230 • 318 becomes 334• 110 becomes 120• Assignment areas are determined for above mentioned

code• Many codes become classified in “other” category• See attached copy of appendix Y

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– Exceptions will be written to error report• These will need addressed prior to submissions for

October• These exceptions will not affect whether an employee

is paid only how they get reported to EMIS

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• Assignment areas– Reduced to 1 value per position code

• Only the first value in the table of 3 will be moved• Jobs encountered with more than 1 assignment area

will be flagged on report as an exception• Jobs with an invalid assignment are will become an

exception on the report

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– Assignment areas will be mapped to new values• Many values are being eliminated• See attached copy of Appendix Y

– Exceptions written to error report• Districts may be required to add new employment

records for these staff members to report the additional assignment area

• If no new assignment area is required– District must update the percentage on remaining staff

employment records, it likely should be 100% now

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– Position status codes being eliminated• R,N,D & 0 become C

– Districts can no longer change status on existing employment record

• Set separation date• Set separation reason• Set status • Add new employment record for new position at district

– New position start date– New position code

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– Special Education FTE set to zeroes– Master teacher element set to “NO”– Master teacher year set to zeroes

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Conversion of Data

• Master teacher count on District (DQ) record will get set to zeroes

• Master teacher count on Building (DF) record will get set to zeroes

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Conversion of Data

• Messages– Assignment area related to situation where the

codes are not converted• Occurs when there is more than one value

– The conversion will not add new employment records for the additional assignment areas. The district will have to add these to meet their needs

• Occurs if there is an invalid assignment area code

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EMIS Staff Reporting General Review

USPEMS

• Districts can run USPEMS/PERDET before October reporting opens in EMIS and after ITC installs September updates– Provides a means to start verifying data– All elements are validated against EMIS options file

values– Many cross validations also occur– Run for errors only and for EMIS reportable only

• Note: Validations can change mid reporting period, what passed once may not the next run of the program

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Extractions from USPS

– Footnotes on PERDET report provide details of potential problem spots

• ! = Indicates possible data error or invalid data in field– Value for EMIS is incorrect

• ? = Indicates mismatch of data between demographic and position data

– Employee is set to not report to EMIS and jobs are set to report to EMIS

• # = Funding percentages error– Funding amounts do not equal 100%

• $$ = Validation error that will cause an error on the EMIS side

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– Correct data in source whenever possible so it is right the next reporting cycle also

– Rerun USPEMS/PERDET for errors only• As many times as needed• Verify only warnings that can be ignored still exist

– When PERDET error report is clear of errors• Run USPEMS/PERDET for all and verify all data

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– Closely review special staff situations– When everything is accurate run

USPEMS/USPEMX to create extraction file– Have data loaded into EMIS and validated– Additional checking in the EMIS process will occur

• Additional pieces from student data processes with staff data to complete validations

• May flag errors at this point USPS did not recognize• You may have an error free PERDET and not be error

free after EMIS validations

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Errors in General

• Errors showing on PERDET– Correct in USPS

• Errors showing on EMSVLD generated reports– Correct in USPS

• Rare instance where error isn’t something in USPS

– EMS_MSG_2 from MENU generates a list of the messages and potential issues that created the error

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Errors in General

• Errors showing on the aggregations (AGG) reports– Correct in student package, EMIS or USPS– The error code can assist determining where the

problem originates– EMS_MSG_2 from MENU generates a list of the

codes, messages and potential issues that created the error

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Errors in General

• MISSING Staff reports from ODE usually come through weekly– Review carefully– The employees showing on the report from ODE

will prevent district from meeting 100% staff goal– 100% is victory

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Errors in General

• When the close of the reporting period is near– Re-extraction from USPS is not recommended– Don’t want to create a problem on the EMIS side

by a change that was required for payroll– If a correction needs to be made late

• Update in the EMIS entry screens• Update in USPS also• DO NOT rerun USPEMX and request a reload• Much – much safer, prevents last minute errors and

updates that prevent the 100% mark 45

Data Validations

Data Validations in USPS

• Credential ID– Required for certificated staff

• Birth date– Less than 1987 (age 21)– Greater than 1937 and certificated jobs for

employee (over 70)– Warning can be ignored

• Demographic required for all employment

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• Long term illness– Must be equal or less than absence days– Maximum of 375– From USPS the long term days are a subset of

absence days and tracked in USPSCN/ATDSCN– Can not be ignored

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• Attendance days– Maximum of 365

• Absence days– Maximum of 365

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• Semester hours– Minimum for employee with certificated positions– Specific requirement for paraprofessionals

• Total years of experience– Must be equal or greater than authorized years

• Authorized years of experience– Must be equal or less than total years

• Degree type– Specific requirements for paraprofessionals

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• Position code– Validations based on assignment areas, position

type, funding source, high/low grade level, appointment type, HQPD, paraprofessional

– Warnings and errors on the position code may mean a mismatch of the position code with any of these areas

– These should not be ignored

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• Position type– Validations based on position code

• Appointment type– Validates number of semester hours for

appointment type– Position code is cross validated with appointment

type– Education level

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• Assignment area– Certain assignment areas require a specific

paraprofessional value– Certain assignment areas require a specific

position code– Appointment type

• FTE– Must be greater than zero for any job reported

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• Funding source/Funding code– Certain funding sources and position code

combinations require a specific low/high grade level

– Sum of all funding sources must equal 100%

• Length of work day– Greater than .25 days

• Work days– Must be greater than 0

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• Separation date– Required for all staff showing as separated from

district employment based on position status

• Separation reason– Required if position status shows no longer

employed– Can’t report a separation reason for positions

showing as currently employed (active)

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• Position status– Active status must have an FTE greater than zero– Separation reason may be required if status

indicates the position is no longer active/working

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• High/Low Grade level– Required for certain position codes– Required for combination of position code and

funding source

• HQPD– Can’t be “*” with certain position codes– Value must be equal on all reported jobs for an

employee

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• Paraprofessional– Value reported can’t be “*” for specific position

code and assignment area combinations– Degree type required element for jobs flagged as

a paraprofessional

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Staff Data Linked to Student Data

• Linked based on EMIS ID– EMIS ID exported from USPS must match the ID

used to identify teachers on course master• USPS export option in USPEMS prompts the user for

what ID to include

• Other data used– Subject areas – Assignment areas– Position codes

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Staff Data Linked to Student Data

• Credential ID– Only used to verify course master if credential ID

is extracted as the EMIS ID

• Only the credential ID or local ID is sent to ODE– Local ID is generated by EMIS software for

classified staff• Can be referred to as the ‘Z-ID’

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Reporting Supplementals

• Applies to specific position codes– 8XX codes– Can be reporting in the K cycle, ODE ignores them

as part of data they utilize– Required to be reported in N cycle

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Elements of Caution

Problem Areas

• Staff working in multiple buildings– Set up multiple jobs

• Use same position code on both jobs• Assign to appropriate IRN for employment• Assignment areas, funding source and percentage of

funding for each IRN• FTE on combined jobs can not exceed 2.0

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Problem Areas

• Staff with multiple funding sources– Set up one job

• Enter assignment area• Split funding source, percentage of funding

– District can have up to 3 on one job record

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Problem Areas

• Absence days– Reported to EMIS per employee even though the

district can post them in USPS per job• Creates confusion if the job is marked to not report to

EMIS and the absence is posted to that job• System counts it per employee regardless of whether

the job is set to not report to EMIS• The job being set to not report to EMIS only means the

employment data is not reported

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Problem Areas

• Long term illnesses/leave of absence– Special reporting requirements for absence

teacher and long term sub– Teacher of record must be reported to EMIS from

USPS– Chapter 3 of the EMIS Guide provides details on

options for reporting

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Problem Areas

• Position codes/assignment areas– Certain position codes are required to have

certain assignment areas

• Assignment areas/funding source– Certain assignment areas are required to have

certain funding sources

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Problem Areas

• Extended time– Reported only as true extended time by the ESC– Other districts will have staff they classify as

having extended time • FTE = 1.0• Scheduled work days reported = regular work days +

extended contract days• Contract amount reported = regular contract + extra

pay for extended days

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Problem Areas

• Jobs can be set up differently in USPS– One job with extended days– Two jobs, one for regular contract one for

extended days contract– Must be the same for all staff with extended time

within the same district– Consistency is essential

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In Conclusion …

Did You Know??

• Districts can include EMIS required data as part of the process by which new employees are added

• District can restrict access to a portion of the USPS screens to allow personnel or others access to update selected EMIS fields– USPSCN/POSSCN– USPSCN/DEMSCN– USPRPT reports

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Did You Know?

• USPS Web Application includes a module for entry of nearly all payroll reporting EMIS fields in one screen– Access is restricted– Allows EMIS Coordinator or other designated staff to

update EMIS fields directly in the payroll source as needed

• No fields associated with the employee’s pay are included

– All updates are audited no matter who makes the changes

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Did You Know??

• USPRPT/RPTSUM can be used to review only absence and attendance days

• USPRPT/RPTSUM can be used to list the percentage of attendance used in report card formulations

• UDMS and Safari can be used to isolate specific areas of EMIS reporting so a district can review specific areas

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Did You Know??

• USPEMS/PERDET can be used at any time to verify data– EMIS selection year must point to correct fiscal

year; usually define by System Manager at the ITC– Data is validated based on EMIS fiscal year and

that particular years’ reporting requirements– Attendance days are projected through June 30th

– Absence days are reported only when entered

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Resources

• ODE staff• EMIS Guide• ITC support staff• District EMIS Coordinator• Regional Area EMIS Coordinator• Staff in local area districts

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Documents

FY09 EMIS Staff Reporting