The EMIS Employee Report (CI) list employees that are set to report to EMIS and will be included when the data collector is ran.  If any data related errors occur for an employee, there will be an error message on the reporting stating: "ERROR: This employee will not be reported to EMIS. An error occurred while gathering EMIS data. Please contact your ITC."  This is the only error that is created.  This is the result of invalid data existing somewhere on the Employee Screen.  We do not validate each field individually, but just catch any exception encountered when converting the data for EMIS.

• Criteria for Employee to be included on EMIS Employee Report
  • Employee must be set to report to EMIS and not be archived
    

The EMIS Position Report (CK) list Positions/Compensations that are set to report to EMIS and will be included when the data collector is ran. If any data related errors occur for a position/compensation, there will be an error message on the reporting stating: "ERROR: This position will not be reported to EMIS. An error occurred while gathering EMIS data. Please contact your ITC." This is the only error you will see. This is the result of invalid data existing somewhere on the position/compensation. We do not validate each field individually, but rather just catch any exception encountered when converting the data for EMIS. 

• Criteria for employee to be included on EMIS Position Report
  • The employee, position, and compensation must all be marked as reportable to EMIS and the employee and compensation can not be archived. If this is all true, then the compensation date range must overlap the current EMIS fiscal year date range. The EMIS fiscal year date range is determined based upon the fiscal year that is on the EMIS Reporting Configuration. If FY on the config is set to 2020, for example, then the EMIS FY date range is July 1, 2019 through June 30, 2020. If the position record has a separation date, then if that separation date falls within the prior EMIS fiscal year, then the compensation will be included. In the example above with EMIS FY set to 2020, the prior year fiscal date range would be July 1, 2018 through June 30, 2019. If this criteria is met, then the compensation will be on the position report.

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:

Sort By

• Employee Number
• Employee Name

Report Format

• PDF (download)
• Comma Separated Values
• Excel

Click on  to create Employee Report

or

Click on  to create the Position Report

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:

ERROR:  This employee 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, (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 Position Report

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.

EMIS Calculating of Days for Reporting purposes

How the Data collector counts Absence Days

Attendance Days   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.

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