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EMIS Staff Reporting - What, When, Where, Why, How?

We all know this can be very a overwhelming task. Where does one even begin, right?With DEW’s Staff and Course Collection - Initial (FY25) closing in the near future (January 29, 2025), our hope is to assure you are aware of our many tools to help make reporting this information as simple as possible.

The first is the Staff and Course (L) Collection Checklist. Please keep in mind many ITC’s have their own checklist for EMIS reporting. Always follow your ITC specific instructions; however, this Staff and Course (L) Collection Checklist can be used as a supplemental. Some important items to pay particular attention to in this checklist before processing your first collection are:

• Is your EMIS Reporting Configuration>Fiscal Year is set to 2025?

• Are all your past Compensations archived?

• Have all your long-term illnesses been cleared?

• Have you updated the all the appropriate experience fields - including total experience, authorized experience, and principal experience?

• Have you updated any appropriate degrees types and semester hours?

• Are all the Position ‘override’ values that do not apply to this fiscal year been cleared?

• Have all of your employees that left over the summer, months and have not yet been reported as separated in last year’s final staff collection, been updated with a separated date and reason?

• Do you have any employee’s that are no longer employed at the district or employed in the district but with a different position this year? If so, has their position status and/or date been updated to reflect such?

• Do you have all three (Employee, Position, Compensation) 'EMIS reportable’ checkboxes marked - for new employees and those that may have moved positions/have new compensations.

Once you feel you have all of the necessary reporting components entered/updated properly, there are many reports available that should be run to assist in checking this information prior to running the data collection. Any of these reports can be run as many times as necessary till the desired outcome is achieved.

• Reports>EMIS Reports Menu:

  • EMIS Data Collection Reports - Employee Report and Position Report. It’s important these two reports are error free before processing your collection in the Data Collector. Please reach out to your ITC for assistance in resolving these errors.

  • EMIS Data Extract Report.

• Public Shared Reports Library (located by clicking Help in your application):

  • New Employee EMIS Employee Report.

  • New Employee EMIS Positions Report.

  • New Employee EMIS Contract Compensation Report.

  • New Employee EMIS Non Contract Compensation Report.

  • EMIS List.

  • EMIS Reportable Report.

  • EMIS Staff Report.

After you have updated all the necessary information in the system and verified how the data looks in all the reports, it’s time to move to the data collector. Please remember to always check your data collector level one reports. You view your level one error reports and see errors. Now what? We have our very own crosswalk - EMIS Level 1 Errors Explanation. This document pairs the data collector error with the State Software field and it’s location in the application. Note the document is separated into four worksheets - CI - Staff Demographic, CK - Staff Employment, CJ - Contract Staff Employment, and CC - Contract Only Staff, so based on the type of level one error be sure to select the appropriate tab.

The process of running the collection, viewing all level one reports, correcting any errors and/or updating any information that is not correct should be repeated until the collection is error free and all data being reported is accurate.

Other useful resources:

• USPS User Manual - USPS and EMIS Connection

• Miscellaneous SSDT Training Presentations - Mastering Mid-Year Contract Changes

• SSDT YouTube Channel - EMIS L Checklist and EMIS Common Errors

• DEW’s EMIS Manual - Section 3: Staff Records and EMIS Resources

Happy Reporting!

A Year in Review - Michelle 

With 2024 behind us, we can reflect on an extremely productive year for the State Software Development Team. We successfully implemented a new software application mid-summer, enhancing our existing suite, with the addition of the Employee Self Service application. Mind you, this was a fast and arduous process converting hundreds of districts from the Kiosk application to ESS and we have everyone to thank in this journey! This achievement wouldn’t have been possible without the collective efforts of the ITC and district staff involved in the conversions. We cannot thank you enough for your hard work and dedication as well as your feedback on ways to improve or enhance the newly released application. You were all so actively engaged, allowing our development team to gain a better understanding of what was needed to improve user experience and functionality. Our developers have already completed several of your enhancement requests with additional enhancements to be made in 2025. Thank you all!

Along with the implementation of ESS, we continued to improve our existing applications as well, prioritizing feedback from our user community such as the State Software Steering Committee and members of the Prioritization Working Group. We implemented numerous user-requested features and improvements to enhance our software’s functionality and user experience. Listed below are some of the most impactful updates that were made in 2024:

USAS

• Ability to merge vendors and unmerge (previously merged) vendors

• Allow modifying Requisition fields (that do not impact amounts or accounts) on a requisition in a closed period

• Enhanced the PO Repair option by allowing the ability to remove the vendor on any new or previously invoiced PO. This will result in a multi-vendor PO.

• Ability to unvoid a voided disbursement

• Added the ability to filter by all account code dimensions on the Activity Ledger grid

• Improved Accounts Receivable so that when processing a payment from the billing grid, once the payment has been processed, it will automatically return to the billing grid

• Implemented option to clone existing report bundles so they can be shared with other users in the district

• Updated the Job Scheduler view to indicate required fields when scheduling jobs/report bundles.

• Created a canned Requisition Approval Report to include all requisitions currently in the workflow process

• Performance Improvements:

  • Canned Budget Summary Report

    • If running the report using the ‘Exclude All Amounts Zero,' improved an average of 73%

    • If no parameters selected, improved an average of 35%

  • Canned Financial Detail Report (average of 68%)

  • Processing of pending transactions (POs 45%), purchase order UI responsiveness (82-97%), AP invoices (16-40%), payables posting (58%) and several disbursement processing improvements (voids 66%; unvoids 47%; reconcile/unreconcile 99%; resequence 38%)

• Added CSV and Excel-data format options to the canned Accounts Payable report

• The ‘Change Invoice Items Received Dates’ mass change definition was made available to mass update invoice item received dates. 

• Improved the handling of posting periods during the account change process. Posting periods will no longer be reopened as part of the account change process.

• MiniOrange MFA Integration

USPS

• Improved the Payroll Error Report by:

  • including a warning when a Position with Retirement System ‘None’ is included in payroll

  • including a warning if medicare tax item is not found

• Enhanced the Leave Balance Report to run based on user provided ‘as of date’

• Allow Salary Notices to be processed by pay group

• Several USPS improvements related to the implementation of Employee Self Service

• Improved the styling and the look and feel of several USPS reports

• Make several improvements to various views in USPS

  • Payroll Payments View

  • Accumulations View

  • Adjustment Journal View

  • Payroll Account View

  • Leaves View (and removal of ‘Leaves-New’ option from the menu)

• Added a new warning to New Contract to warn user when calculated pay period is different than the user entered value

• Updated the Quarter Report 941 to include Medicare over 200,000 (on line 5d)

• Renamed Expenditure Accounts dimensions on the grids and other UIs to match the USAS Expenditure Accounts (i.e. ‘accountDimension1’ is now labeled ‘Fund’)

• Several improvements were made to the Employee Dashboard

• Enhanced all Attendance reports to allow selection of multiple categories

• Improved the generation of the SERS Submission file by automatically checking to see if a SERS Adjustment file should be generated as well

• Add the option to set Employee or Employer max amounts for payroll items when processing through Employee Onboarding

• Improved the Attendance grid by allowing multi-selecting and adding a mass delete option

• Enhanced the Direct Deposit notice by including YTD totals for all payroll items, even if not withheld in that pay

• Created a canned Account History Report (replaces the Account History v1 and v2 template reports)

• Created the W2 SSN Verification Submissions and Results reports

• Created EMIS Data Extract report to extract EMIS reporting data to CSV

• MiniOrange MFA Integration

Inventory

• Enhanced the Location Worksheet to include acquisition date, original cost and a physical inventory comments line (in order for users to hand write comments)

• On the Pending Items grid, added the following dates fields to the MORE button: purchase order, invoice and received so users can add them to the grid.

• Improved the Split Item functionality

• Made several improvements to the Audit report

• The beginning balance field was added to the item grid and the item grid export.

• FYE Bundle improvements

• MiniOrange MFA Integration