Page Comparison

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• Filter using Compensation Stop Date or Description to pull in all Compensations for prior fiscal year into the grid.
• Using Mass Change select the Archived Employee definition.
  • This definition can be imported by clicking here or from the Redesign Shared Reports or Mass Change Definitions. 
• Select Execution Mode.
• Click Submit Mass Change.

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5.____  Update the Employee>State Reporting>Degree Type and Semester Hours for any current employees with changes for this fiscal year.

6.____   Verify any new employees that need to be reported for the new fiscal year have the following:  

• Check the Employee>Report to EMIS checkbox.
• Check the Position>Reportable to EMIS checkbox.
• Check the Compensation>Reportable to EMIS checkbox.
  • For every Position being reported, make sure there is a corresponding Compensation record.
• Verify the Credential ID is entered on the Employee>Credential ID field.
• Enter the Employee>State Reporting>Education Level, Semester Hours, Total Experience, Authorized Experience, Principal Experience (if applicable). 
• Verify the following information is entered on the Position record:
  • Position Code
  • Assignment Area
  • Funding Source Code 1
  • Percent 

  • FTE (or in the EMIS Related Information>Full Time Equivalence)

7.____ Clear any prior fiscal year information or update the information for the new fiscal year in the Position>EMIS Related Information fields.  

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• Use Utilities>Mass Load to clear the EMIS related fields.
  • Create load file.
    • Go to Core>Position. 
    • From the Position grid, click More and add the following to the Employee grid:
      • Number
      • Pos #
      • Full Time Equivalence
      • Contract Amount
      • Contract Work Days
      • Hours In the Day
    • Filter on the columns above for values >0.
    •  Click Reports.
      •  Format = Excel-FieldNames
      •  Report Name = Position Report. Can be changed if desired.
    •  Click Generate Report.
    •  Save the report to your computer.
  • Open and update the load file. 
  •  Save the file in CSV format.
  • Load the file using Utilities>Mass Load. 
    • USPS Load File = Browse your computer to locate your file.
    • Importable Entities = Position
    •  Click Load.

87.____ Any employee that was reported with a Position>Separation Date and Separation Reason in the Final L reporting period can be Archived. 

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

109.____ Update employees that are no longer employed in the district or in specific positions.

• Change Position>Separation Reason and Separation Date fields.
  • The Position Status should remain C - Continuing if the employee had attendance days in the fiscal year. 
  • The Position Status should be changed to U- No longer employed by district in this position if they did not have attendance during the fiscal year.
• Employees reported with a Separation Reason and Separation Date will need to be reported to EMIS for the entire Fiscal Year and the employee should not be archived until the Final L reporting has taken place for the fiscal year.

10. ____  Verify any new employees that need to be reported for the new fiscal year have the following:  

• Check the Employee>Report to EMIS checkbox.
• Check the Position>Reportable to EMIS checkbox.
• Check the Compensation>Reportable to EMIS checkbox.
  • For every Position being reported, make sure there is a corresponding Compensation record.
• Verify the Credential ID is entered on the Employee>Credential ID field.
• Enter the Employee>State Reporting>Education Level, Semester Hours, Total Experience, Authorized Experience, Principal Experience (if applicable). 
• Verify the following information is entered on the Position record:
  • Position Code
  • Assignment Area
  • Funding Source Code 1
  • Percent 

  • FTE (or in the EMIS Related Information>Full Time Equivalence)

11.____ Import the EMIS Demographic Data Report to the Reports>Report Manager or create a report from the Employee grid to verify Employee Demographic (CI) elements that will be included from the Employee records when the SIF data collection is processed. To find all the ODE EMIS reportable Staff Demographic elements please refer to the ODE EMIS Manual>Staff Demographic Record Chapter. 

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 12. ____  Import the following Position Reports to the Reports>Report Manager or create a report from the Position grid to verify Staff Employment (CK) elements that will be included from the Position records when the SIF data collection is processed. To find all the ODE EMIS reportable Staff Employment elements please refer to the ODE EMIS Manual>Staff Employment Record Chapter. 

• EMIS Active Position Report-
  • Verify:             

    • Position #, Position Description, Job Status, 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 Reason, Paraprofessional, High Grade, Separation 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 the report, any records with a Termination date before current fiscal year can be removed. 

  • Verify:             

    • Position #, Position Description, Job Status, Termination Date, Stop Date.

    • EMIS Related Information - Reportable to EMIS, Position Code, State Reporting Appointment Type, Position Type, Position Status, Special Education FTE, Low Grade, Separation Reason, Paraprofessional, High Grade, Separation 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 

      
      

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•   EMIS Active Contract Compensation Report  -
  • Verify:
    • 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
    • Contract- Contact Amount, Pays in Contract     
• EMIS Active Non Contract Compensation Report        
  • Verify:
    • 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
• EMIS Inactive Non Contract Compensation Report 
  • Compensation - Type, Pay Unit, Unit Amount, Hours in Day
  • Date Range - Compensation Start Date, Compensation Stop Date
  • State Reporting - Reportable to EMIS

14.____ Run Employee and Position Reports as many times as needed until they are error free.  ITC's can use the Debugging EMIS Report Errors to assist their districts.

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• • To download the report definition and add it to your Report Manager follow the steps below:
    • Click here or from Public Shared USPS Reports Library, download the EMIS Staff Report report definition.  
    • Go to Reports>Report Manager, select Import Report.
      • Locate the EMIS Staff Report report definition.
      • Enter a report name, description, and tag (if desired).
      • Click Save.
    • Generate the report in multiple ways until all information that will be reported is accurate.

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• Review Level One reports for errors. 
  • EMIS Level 1 Errors Explained
  • EMIS Field Names and Locations
• Review all staff reports for accuracy.

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