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The position number that you see on the report can vary based upon whether an EMIS data collection has been performed on your data set or not. When a collection is done, a local contract code is assigned to any compensations that will be reported. For EMIS reporting purposes, each compensation is converted to a 'Position'. There may be multiple compensations reported for a given position. The local contract code is what uniquely identifies the compensation. If a collection has been run, then the position number on the report will show something like 1a as the Position # / Local Contract Code. This local contract code is also displayed when viewing the compensation on the compensation screen. If an EMIS data collection has not been performed on your data set, then you will simply see the position number on the report. We do NOT assigned local contract codes when running the report, so if one does not exist, we will provide the job number.
EMIS Data Collection Reports
Field Definitions:
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Example of EMIS Employee Reports
Example EMIS Employee Report with Errors
How to research the Error
There is only 1 error that will appear on the report to let them know that this employee will NOT be reported to EMIS:
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The district will need to contact their ITC to let SSDT know. The SSDT will use the SYSTEM/MONITOR/APP Log, (enter DEBUG click here for DEBUGGING instructions (ITC use only) or/ ERROR in Level column) to find out which line the error was showing and be able to tell the district what field was causing the error.
Example of EMIS
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Position Report
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Example of EMIS Position Report with errors:
How to research the error
There is only 1 error that will appear on the report to let them know that this employee will NOT be reported to EMIS:
ERROR: This Position/compensation will not be reported to EMIS. An error occurred while gathering EMIS data. Please contact your ITC.
The district will need to contact their ITC to let SSDT know. The SSDT will use the SYSTEM/MONITOR/APP Log, to find out which line the error was showing and be able to tell the district what field was causing the error.
Example of EMIS Position Report with errors:
EMIS Calculating of Days for Reporting purposes
| Type of Day | Symbol | From | Effect on Attendance | Effect on Absence |
|---|---|---|---|---|
| Work Day | W | Job Calendar | Add 1 | No Adjustment |
| Holiday | H | Job Calendar | No Adjustment | No Adjustment |
| Calamity | C | Job Calendar | No Adjustment | No Adjustment |
| Make-up | M | Job Calendar | Add 1 | No Adjustment |
| Attendance | AT | Attendance | Add Length | No Adjustment |
| Substitute | SB | Attendance | Add Length | No Adjustment |
| Vacation | VA | AttendanceNo | AdjustmentDeduct Length | No Adjustment |
| Sick | SI | Attendance | Deduct Length | Add Length |
| Personal | PL | Attendance | Deduct Length | Add Length |
| Professional Leave | PR | Attendance | No Adjustment | No Adjustment |
| Dock Units | DO | Attendance | Deduct Length | Add Length |
| Jury Duty | JD | Attendance | Deduct Length | Add Length |
| Military | MI | Attendance | Deduct Length | Add Length |
| Calamity | CA | Attendance | Deduct Length | No Adjustment |
| Holiday | HO | Attendance | Deduct Length | No Adjustment |
| Other | OT | Attendance | Deduct Length | Add Length |
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How the Data collector counts Absence Days
Attendance Days come from work days and makeup days that are on the calendar as well as any attendance entries. The days from the calendar and the attendance entries will use the Compensation Calendar Date range to determine if a day should be counted. We also add in any adjustments of EMIS Attendance. The attendance days are also reduced if the employee has an absence for a given date that we found on the calendar or on an attendance record. For example, if we find a work day on 8-6-21 on the calendar, but we also find an absence of 1 day on 8-6-21, then the day count for 8-6-21 is 0.
Absence Days equal the absences and any adjustments of EMIS absences that fall within the EMIS FY. The compensation that is assigned to the absence must have a Calendar Date range that includes the absence date. Many times this is what causes the absence count to be low. Either the calendar date range doesn't include the absence date, or the district selected the wrong compensation in Attendance, with a calendar date range that does not include the absence date.
Absence Days - Long Term Illness Days are 15 "Consecutive Absence Days". This total needs to be entered on the Employee "Long Term Illness" field and the Data collector will return this value.
Calendar Date
Absence Days Calendar Date
Absence Days - Long Term Illness Days are 15 "Consecutive Absence Days". This total needs to be entered on the Employee "Long Term Illness" field and the Data collector will return this value.
Emis Absence Adjustments that fall within the fiscal year
Emis Attendance Adjustments that fall within the fiscal year
How the Data Collector includes Credential ID
If there are spaces in the Credential ID for the EMIS Soap Service, it will retrieve a ZID number for the employee. If the EMIS ID is spaces, it will use the Credential ID. If there is a Credential ID or EMIS ID, it will always use what is in USPSR.
The Data collector does NOT use the employee's SSN, it will insert all 999999999's in there place.
Warnings and Errors
Employee Name: ERROR: This employee will not be reported to EMIS. An error occurred while gathering EMIS
data. Please contact your ITC.
- Cannot calculate absence length - Compensation hours per day is null or 0 for Employee XXXXXXXXX, Position XX
- If employee has AB days on Attendance screen, check if employee has 'Hours Per Day' entered for that Position
- Cannot calculate absence length - no active compensations found for Employee XXXXXXXXX, Position X
Counting of Attendance Days - Employee Reporting
We do not exclude compensations based upon the Report to EMIS flag when counting attendance days. If a compensation has AT AT days and is not reported to EMIS, it will be included in the Attendance days count for EMIS Employee reporting. If being included in the EMIS count, add a Calendar Stop date to the compensation for that position. The Position collection will not include compensations that are not marked report to EMIS.
If the employee is reportable, then a count of absence/attendance days is done for the employee. This count will include absences/attendances if they exist for a compensation regardless of whether the compensation is marked reportable. This count of days is returned with the employee collection.
Fatal in the Staff Collector
Things to look for in Staff collection failures:
- Employee Credential ID too long or too short
- Check all date are valid, Birthdate and Hire date
- Verify data is correct on EMIS Reporting Configuration screen
- Fiscal Year
- Reporting Id
- Z Id Pre Fix
- Check Compensation records have a Start Date
- Check Calander Start and Stop Dates of Compensation, are in the correct FY
- Verify 'Report to EMIS' = Y and 'Archived' = N
- Run EMIS Reports to check for errors under Reports>EMIS Reports> Employee and Position