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overview

The USPEMS program is used to report EMIS staff data. The program consists of two options.

The PERDET option produces a report listing possible data errors or invalid data prior to EMIS reporting. Errors are corrected in the USPS files using USPSCN. The PERDET option can be run as many times as necessary.

USPEMX produces 2 files: USPEMX.SEQ and USPEMX_EMISR.SEQ, which are both extracted for EMIS-R reporting. The USPEMX.SEQ file contains Employment (CK) and Demographic (CI) records. The USPEMX_EMISR.SEQ contains Contract Only Staff (CC), and Contractor Staff (CJ) records. If no CC, or CJ  records are found a USPEMX_EMISR.SEQ file will not be created.

Once all EMIS data has been verified and corrected and USPEMX is run, all USPEMX.SEQ (USPEMX.SEQ AND USPEMX_EMISR.SEQ if applicable) files will need to be validated and reformatted in the appropriate EMIS database before submission to ODE.

This file can be recreated as many times as necessary during the validation process.

Concealed Employee's will not be included on the USPEMX report

accessing the program

The program may be executed by typing:

$ RUN OECN$PAY:USPEMS

at the $ prompt or in the menu system type:

Menu>USPEMS

main menu

Main Menu

   1. PERDET     - EMIS Data Detail Listing
   2. USPEMX     - Export USPS info to EMIS
   3. EXIT       - Exit program

Menu: USPEMS Option>


Select the desired option by choosing the appropriate number at the prompt.

sample run

PERDET Option

USPEMS Module: PERDET - Personnel Data Detail Listing

-Enter sort option (SN,N,I,P,A,C,E,?): <SN          > _____________
                                                     ? (Help)

(Help Description)-
Enter field code(s) to sort by, separated by commas.
SN = Employee ID                N = Name
I = Building IRN                P = Pay group
A = Assignment area             C = Position code
E = EMIS appointment type


-Enter Fiscal Year: <XXXX> ____
                          <?> (Help)

(Help Description)- Enter the fiscal year you are reporting for.


-Would you like to exclude concealed employees from being reported (Y,N)? _
                                                                       ?(Help)

(Help Description)-Y = Concealed employees will NOT be reported.
                   N = Concealed employees will be reported & identified as ** before the employee id field on the PERDET report.


-Select by specific employee(s)? (Y,N): <N>  _
                                           <?>(Help)

(Help Description)-
If Yes, you will be asked to enter the SSN/Name(s) you wish to select on.
If No, all SSN's will be reported on. You may enter up to 20 SSN's.


-Select by specific building IRN(s)? (Y,N): <N>  _
                                               <?>(Help)

(Help Description)-
If Yes, you will be asked to enter the Building IRN(s) you wish to select on.
If No, all building IRN's will be reported on. You may enter up to 5 Building IRN's.


-Select by specific position code(s)? (Y,N): <N>  _
                                                <?>(Help)

(Help Description)-
If Yes, you will be asked to enter the position code(s) you wish to select on.
If No, All position codes will be reported on. You may enter up to 20 position codes.


-Select by specific position code(s)? (Y,N): <N>  _
                                                <?>(Help)

(Help Description)-
If Yes, you will be asked to enter the position code(s) you wish to select on.
If No, All position codes will be reported on. You may enter up to 20 position codes.


-Select only those employees containing errors (Y,N): <N>  _
                                                          <?>(Help)

(Help Description)-
If Yes, only those records containing invalid information will be selected.
If No, all records will be selected.


-Select employees reportable to EMIS, Not reportable, or Both? (Y,N,B): <B> _
                                                                          <?>(Help)

(Help Description)-
If Yes, select only those employees flagged as reportable to EMIS
If No, select only those employees flagged as NOT reportable to EMIS
If Both, select all employees.


-Select appointment type(s) (A,1,2,3,4,5): <A         >  __________
                                                      <?>(Help)

(Help Description)-
1 = Certificated          3 = Internship           5 = Veteran
2 = Classified            4 = Six hour lay teacher
A = All appointment types, even blank appointment types


-Select by specific position status (Y,N)? <N>  _
                                               <?>(Help)

(Help Description)-
If Yes, you will be asked to enter the position status code(s) you wish to select on.
If No, all position status codes will be reported on.


-Do you want each employee on a new page? (Y,N): <N>  _
                                                     <?>(Help)

(Help Description)- Enter 'Y' to begin a new page for each employee.


-Are extended service days included in the work days in contract (Y,N)? <Y> _
                                                                           <?>(Help)

(Help Description)-
Y = The work days in contract field includes extended service days.
N = The work days in contract field does not include extended service days.


-Continue, Re-enter options, or Exit? (C,R,E,?): <C> _
                                                   <?>(Help)

(Help Description)-
C = Continue with report
R = Re-enter options
E = Exit program without generating a report


Selection in progress, please wait!

Processing report . . .

Output file is PERDET.TXT


sample report

PERDET Report

DATE: 08/20/96                           SAMPLE CITY SCHOOLS                         PAGE:     1
TIME: 11:29 am              EMIS DATA DETAIL LISTING WITH ERROR CHECKING            (PERDET)
------------------------------------------------------------------------------------------------------------
AB9999999   JONES, JOANNE J     Gender: Female Race: White, Non-Hispanic              Birthdate: 06/01/69
    Attend days  :   182.6   Semester hours         :0  Education Lvl: Non Degree  State Assgn ID : ZO1234567
    Absence days :     0.4   Auth. experience years :0  Degree Major : *           Rpt to EMIS/ID:  Yes/ZO1234567
    Long term dys:     0.0   Tot. experience years :35  Other Credential:          USPS EMIS ID  :
Job:01 Title: SECRETARY        Status: Active/Continuing employee, even if different position
  Pos. code/desc  : 502 - Clerical Assignment                                       Assignment Funding
  Report to EMIS  : Yes          Hours per day:  8.00      Separation reason: *        Area     Code  Percent
  Appointment type: Classified   No. work days: 200        Separation date  : 00/00/0000            L   100%
  Position type   : Regular      Extended srvc:  0         Low grade        : **
  Position FTE    :  1.00        Salary type  : Annual     High grade       : **
  Start date      : 01/20/1972   Salary amount:  27,410.00 HQPD             : *
  Building IRN    : 000935       EMIS SPED FTE: 0.00       Qualified Parapro: **



**JJ000000000   JONES, JUDY A     Gender: Female Race: White, Non-Hispanic            Birthdate: 04/23/63
    Attend days  :   180.0   Semester hours        :0   Education Lvl: Masters     State Assgn ID : OH7654321
    Absence days :     0.0   Auth. experience years:0   Degree Major: *            Rpt to EMIS/ID: Yes/OH7654321
    Long term dys:     0.0   Tot. experience years :20  Other Credential:          USPS EMIS ID :
Job:01 Title: TEACHER      Status: Active/Continuing employee in same position in district
    Pos. code/desc  : 230 - Teacher Assignment         Contr Pos FTE: 4.00             Assignment Funding
    Report to EMIS  : Yes           Hours per day:  8.00      Separation reason: *        Area     Code  Percent
    Appointment type: Certificated No. work days: 200        Separation date  : 00/00/0000            L   100%
    Position type   : Regular       Extended srvc:  0         Low grade        : **
    Position FTE    :  1.00         Salary type  : Annual     High  grade      : **
    Start date      : 01/20/1972    Salary amount:  27,410.00 HQPD             : *
    Building IRN    : 000935        EMIS SPED FTE: 0.00       Qualified Parapro: **
------------------------------------------------------------------------------------------------------------

CONTRACT ONLY STAFF INFORMATION:

   Federal Tax Id: 123456789        Position code : 301 - Accounting Assignment
   Local contr code: 098            Contractor Name: SAMPLE 2
   Contract Amt. : 40000.00         Start date : 01/01/2010         End date :12/31/2011
   Based on service: Y              Based on hours : N              Based on people: N
   Hours per week  :   30.00        Fund source    : L

Total Hourly Rates   :        296.53
Total Annual Salaries:    619,165.44
Warning totals:
               Total "!" invalid data errors:        00
               Total "?" EMIS flag errors:           00
               Total "#" percent errors:             00
               Total "$$" EMIS/ODE errors:           00

! - Indicates possible data error or invalid data in field.
? - Indicates the EMIS report flag does not correspond between the demographic record and position record.
# - Indicates the position funding percentage(s) do not equal 100%.
$$ - May produce an EMIS/ODE validation error.
++ - Informational message.
** - Indicates concealed employee (informational only) 

sample run

USPEMX Option

USPEMS Module: USPEMX
USPEMX - Extract employee data into EMIS detail file format.

-Enter Fiscal Year: <XXXX> ____
                          <?>(Help)

(Help Description)- Enter the fiscal year you are reporting for.


-Are extended service days included in the work days in contract?(Y,N) <Y>_
                                                                         <?>(Help)

(Help Description)-
Y = The work days in contract field includes extended service days.
N = The work days in contract field does not include extended service days.


-Continue, Re-enter, or Exit? (C,R,E,?) <C> _
                                          <?>(Help)

(Help Description)-
C = Continue processing
R = Re-enter options
E = Exit without processing

Processing, please wait!

Processing Completed!

Output files are: USPEMX.SEQ

 

PERDET ERRORS AND CAUSES

$$ Absence days for employee too large

  • Absence days are greater than 365

$$ Attendance days for employee too large

  • Attendance days are greater than 365 days

$$ Attendance days = 0 for regular position with an active position status

  • If Job has Position-Type of 'R' (Regular) and Position-Status of 'C' (Active), hours per day are needed in JOBSCN or employee has no Attendance day  

For complete EMIS Absence and Attendance days reporting see the https://wiki.ssdt-ohio.org/display/usps/EMIS+Staff+Reporting chapter in the  EMIS Staff Reporting chapter of the User Guide.

 

$$ Authorized years experience is larger than total years experience for employee

  • Authorized years experience has to be less than or equal to total years experience

$$ Employee EMIS reportable demographic with no EMIS reportable job record

  • One or more JOBSCN 'Report to EMIS' has to be 'YES' if DEMSCN 'Report to EMIS' is 'Yes'

$$ Employee EMIS reportable job record with no "EMIS reportable demographic record"

  • Job record has 'Y' to 'Report to EMIS' but 'N' on DEMSCN 'Rpt to EMIS'
  • DEMSCN needs to be 'Y' to 'Report to EMIS'

$$ FTE exceeds 2.0 for position code

  • Position FTE cannot exceed 2.0, for all employee jobs

$$ Grade level required for job's position code

  • If Position code is "104" or "108" or "212", 'Low/High Grade:' Levels has to be assigned 

$$ Grade level required for job's position code and funding source combined

  • If Position Code is "415" or "505 and have Funding Source as "I", then Low/High Grade Level is needed

$$ HQPD value must match for all employee's jobs

  • All jobs with a 230 Position code must match the HQPD value

$$ HQPD value cannot be '*" with this job position code

  • If Position Code is 230, value cannot not be '*'

$$ Hours in day must not be less than .25 for regular position type

  • If job has a position type of 'R' (Regular) and hours per day must be .25 or greater in JOBSCN

++ If employee is reported to EMIS, State Assigned ID will be assigned in EMIS-R Data Collection

  • Employee will be Assigned an ID when EMIS-R Data Collection is processed

$$ Invalid paraprofessional code for this position code and assignment area combined

  • If Position Code is 415, with an Assignment Area of 999140, Paraprofessional field must be 'N' or 'Y'

$$ Invalid position code for classified position

  • If Position code is 103,104,108,109,201,202,203,204,212,226 or 230, cannot have Appointment Type as Classified. Should be Certified

$$ Long term illness for employee days too large

  • Long Term illness days are greater than 365

$$ Long Term Illness days greater than total absence days

  • Long Term Illness days have to equal Total Absence days in ATDSCN
  • Has to be consecutive days
  • Pay types that count as Long Term Illness Days: AB SI, AB PL, AB OT
    • A long-term illness must be 15 consecutive work days or more, regardless of whether or not the staff member is paid (or unpaid) during his/her absence.  This may include DOCK days but not at all times.
      The error being reported is due to the fact that the total absence days is smaller then the Long Term Illiness days being reported.

$$ Mismatch of position code and appointment type

  • If Position Code is between 400 and 509 or between 511 and 799, then the Appointment type must be a 2

$$ Missing grade level assigned

  • If Position Code 104 or 108, must have LOW/HIGH Grade Level entered

$$ Paraprogessional value cannot be '*' for this position code and assignment area combined

  • If Position Code is '415' and Assignment Area is '999140', Paraprofessional Value cannot be '*'

$$ Position code 230 requires an assignment area

  • An Assignment Area needs to be entered for position code 230

$$ Position FTE = 0 for active position status

  • If Position status is C, A or I, the Position FTE must have a value

$$ Position code for job may require a different position type

  • If Position Code is 230 and Position type 'S', may require a different position type

$$ Semester hours not high enough for certificated "position"

  • Semester Hours have to be greater than 90 if Degree type is 2,3,4,5 and has an appointment type of '1', with Position code less than 400

$$ Semester hours must be greater than 0 for this "appointment type and degree type combined"

  • If Appointment Type is 1,3 or 4, with a Degree-Type of 1,2,3,4 or 5, Semester Hours must be greater than 0

$$ Separation date required for this position status

  • If Position Status is 'U', the Separation Date is required

$$ Separation reason required for this position status

  • If Position Status is 'U', Separation Reason is required

$$ State assigned ID should not be blank when "employee has certificated position"

  • If employee is certified, the State Assigned ID should be the employee's Certificate number from the state

$$ Work days must be > 0 for regular position type

  • If job has a position type of 'R' (Regular) and no hours per day in JOBSCN
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