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1.____ Update the EMIS Configuration Fiscal Year
Go to System>Configuration>EMIS Reporting Configuration .Enter in the new fiscal year and click       

Many ITC's update this for their districts, therefore this step may not be necessary. Check with your ITC to verify.


2.____ Archive all prior year compensations using Mass Change option in Contract Compensations or Non Contract Compensations. Filter using Compensation Stop Date or Description to pull in all compensations for prior fiscal year. Using Mass Change select the Archived Employee definition. (This definition can be imported in from the Redesign Shared Reports or Mass Change Definitions- https://wiki.ssdt-ohio.org/pages/viewpage.action?pageId=82151184 Select Execution Mode. Click Submit Mass Change.

This will archive the old contracts and prevent them  from pulling into the EMIS collection


3.____ Import this EMIS Demographic Data Report to Reports/Report Manager or create a report from the Employee grid Report option to verify Employee Demographic EMIS (CI)  elements will be included from the Employee records records when the SIF  data collection is processed. http://education.ohio.gov/getattachment/Topics/Data/EMIS/EMIS-Documentation/Current-EMIS-Manual/3-3-Staff-Demographic-CI-Record-v7-0.pdf.aspx?lang=en-US   

                Verify               Identification- Number, SSN, Credential ID     

                                        Name-Last Name, First Name, Middle Name, Suffix     

                                        DatesBirth Date, Last Paid Date, Termination Date         

                                        General- Gender, Report to EMIS

                                        ExperienceAuthorized Experience, Principal Experience, Total Experience                     

                                       Race- Primary Race, American Indian Alaska Native, Asian, Black, Hispanic Latino Option, Native Hawaiian

                                       Pacific Islander, White     

                                       State Reporting- ECE Qualification, Degree Type, Non-Certificate Employer ID, Semester Hours       


                                               

   

 4. ____ Import the following Position and Compensation Reports to Reports/Report Manager or create Reports from the Position and Compensation grid to verify Staff Employment EMIS (CK) elements will be included from the Position or Compensation records when the SIF data collection is processed-http://education.ohio.gov/getattachment/Topics/Data/EMIS/EMIS-Documentation/Current-EMIS-Manual/3-4-Staff-Employment-CK-Record-v8-0.pdf.aspx?lang=en-US

         

      EMIS Active Position Report-

                  Verify             Position #, Position Description, Job Status

                                        Employee/Identification-Number,

                                        Employee/Name- Last Name, First Name,

                                        Employee-Extended Service, FTE,

 EMIS Related Information-Reportable to EMIS, Position Code, State Reporting Appointment Type, Position Type, Position Status, Special Education FTE, Low Grade, Separation   ReasonParaprofessional, High   Quality Professional Development, High   GradeSeparation Date, Paraprofessional Hire Date, Building IRN 

 Funding Source- Assignment Area, Funding Source Code 1, Percent 1, Funding Source Code 2, Percent 2, Funding Source 3, Percent 3

        EMIS Inactive Position Report (After creating csv can filter to remove any  Termination date before current fiscal year. )

                 Verify              Position #, Position Description, Job Status

                                        Identification-Number

                                       Name- Last Name, First Name

                                       Dates- Termination Date

Employee-Extended Service, FTE

EMIS Related Information-Reportable to EMIS, Position Code, State Reporting Appointment Type, Position Type, Position Status, Special Education FTE, Low Grade, Separation ReasonParaprofessional, High Quality Professional Development,High GradeSeparation Date, Paraprofessional Hire Date, Building IRN

Funding Source- Assignment Area, Funding  Source  Code 1, Percent 1, Funding Source Code 2, Percent 2, Funding Source 3, Percent 3

Position Date- Stop Date

          EMIS Active Contract Compensation Report  

                             Compensation- Type, Unit Amount, Contract Work Days, Hours in Day

                             Date Range- Compensation Start Date, Compensation Stop Date

                             State Reporting- Reportable to EMIS

                             Position- Position #, Position Description, Job Status

                             Identification- Number

                             Name- Last Name, First Name 

                             Contract- Contact Amount, Pays in Contract                          

        EMIS Active Non Contract Compensation Report

                             Compensation-Type, Pay Unit, Unit Amount, Hours in Day

                             Date RangeCompensation Start Date, Compensation Stop Date

                             State Reporting- Reportable to EMIS

                             Position- Position #, Position Description, Job Status

                             Identification-Number

                            Name- Last Name, First Name 

        EMIS Inactive Non Contract Compensation Report                          

                            Compensation-Type, Pay Unit, Unit Amount, Hours in Day

                            Date RangeCompensation Start Date, Compensation Stop Date

                            State Reporting- Reportable to EMIS

                            Position- Position #, Position Description, Job Status

                            Identification-Number

                           Name- Last Name, First Name

5.____ If a district has or needs to have CC or CJ records, go to Core>EMIS Entry option and add or update the respective records.

6.____ If CJ records are required, this module will need to be turned on through System>Modules>EMIS Contractor Module.  

7.____ Once all data has been added successfully to the respective record, click the Extract CJ or Extract CC record option within the CC or CJ records.


8____ Save the CC or CJ file to your desktop or a folder of your choosing. This file will then need to be either uploaded to the data collector by the payroll employee or sent to their EMIS coordinator for uploading.  If needing to correct errors, contact your ITC if you can't resolve.


9____ Clearing long term illness data from last fiscal year                                                                                                                                                                                                                                                                           

a. To clear long term illness data, the Mass Change feature will need to be turned on. To do this go to System>Modules and click on the  next the Mass Change Service.

b. Go to Core>Employee.

c. If you wish to filter for any long term illness employees on the grid, click More and under State Reporting click Long Term Illness. You can then filter the Long Term Illness field entering on the grid >0.00.

d. You will then click on the Mass Change

e. Go to the bottom of the screen and chose Execution mode.

f. Go to Load Definition and choose from the drop down Clear EMIS Long Term Illness.

g. Click Submit Mass Change

10.____ Incrementing the years of experience for employee:  If your district would like to mass load this data now, they can do the following

                 Go to Core Employee

    1.  On your grid from More choose Number, Last Name, First Name, Authorized Experience, Total Experience, and Terminated Date
    2.  Go to the Advance Query and choose termination date and Operation=IS_NULL and then click Apply Query.
    3.  You can then remove the termination Date from the grid or it can be removed from your csv file later.
    4.  Click on Reports
    5.  For Format choose from the drop down option Excel-FieldNames
    6.  Default report name is Employee Report. Can be changed if desired
    7.  Click Generate Report
    8.  Save report to desktop or a folder of your choosing
    9.  Using a formula in excel you can update the years of experience.
    10.  If you did not already do so remove any Termination date records then remove the Termination Date column from the csv file
    11.  Save the file as a CSV
    12.  Using Utilities/Mass Load locate your file and then choose Employees as the Importable Entity
    13.  Click Load OR

11.____ The district can import this Mass Change definition-- Increment Experience.mcd-json into Employee/Mass Change.

                 a. To import the file in Click on the     button in Employee.                                                                                                                                             

                 b. In Maintenance Mode under Definition Name click the  button

                 c. Find and click on the file to import in and then click 

                 d. Go back to the Employee records. Go to Advance Query and choose termination date and Operation=IS_NULL and then click Apply Query. Then filter the data by

             Last Paid Date > MM/DD/YYYY, Total Experience >0.00 and Authorized Experience >0.00 on the grid to pull all employees you wish to increment Authorized and Total Experience years for.

                e. Click on the  button. 

                 f. Under Choose Mode select the Execution option

                g. Under the Load Definition field from the drop down find the Increment Experience definition and click on it.

                h. Click the 

                 i. A message will display telling you how many records were updated.

                 j. Under Employees you can click on the button and create a report with the years of experience listed.

*NOTE* Principal Years of Experience should be manually updated for any employee that fall under the Principal category.

12.____ Archive prior fiscal years contracts so they no longer pull into EMIS.

                 a. Contact your ITC to assist with running a procedure to set prior fiscal years compensation records to archived.

13.____ Clear any previous fiscal year value from the  EMIS override fields (Go to Positions under EMIS Related Information - Contract Amount/Contract Work Days/EMIS Override Hours In the Day or you can use Mass Load creating a spreadsheet using  the format 'Excel-FieldNames' from the Position grid, including Number, Pos#, Contract Amount, Contract Work Days, Hours In the Day.

                a. Contact your ITC for assistance with creating a csv file for making the Mass Load change.

Any questions on EMIS related fields, please click go to the EMIS Entry documentation.

14.____ Any employee that was reported with a Separation Date and Separation Reason in the Final L reporting period can be marked as Archived. 

15.____ If an employee left over the summer months or was not reported as separated in the prior fiscal year,  enter a Separation Date and Separation Reason on the Position record, for the new fiscal year. This record will need to be reported to EMIS for the entire Fiscal Year and the employee cannot be archived until the Final L reporting has taken place for the fiscal year.



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