PEIMS with Other HR Systems (STU213) Michael Barrett PEIMS\Records Department Technology Department Birdville ISD October 2014 PEIMS with Other HR Systems 1

Initial Determinations Which records from which system? All 040, 050, 060 records from HR 090 Staff Responsibility Records depend on location/assignment Central administration likely from HR system Campus based personnel likely from Skyward Who owns/updates the data? 040, 043, 050 and 060 – HR and Payroll 090 likely split between systems PEIMS with Other HR Systems2

090s - System of Record 090 Staff Responsibility records for Central Admin staff produced by HR system – Supt., Asst. Supts., Directors, Coordinators, Instructional Leaders, etc. 090 records for teachers produced by scheduling in Skyward Manual addition of non-teaching duties 090 records for other campus staff – if added manually in Skyward, campus can use Pre PEIMS 090 report to verify staff location and coding PEIMS with Other HR Systems 3

Use of Excel for Bridging Systems Excel can be used to combine records from the HR and Skyward systems AS LONG AS the limitations of this approach are understood TEA records formats variations (one or more 060s and 090s) result in imperfect matches Can work around this with sorting and filtering options PEIMS with Other HR Systems4

Spreadsheet Setup 1. Produce 040, 050, 060 and 090 records from HR sys 2. Produce 090 records from Skyward. 3. Import each into separate, labeled worksheets for the record type: Rec040, Rec050, Rec 060 and Rec Delete first two columns (Rec Type and District) so that SSN is first column. 5. Sort sheets on SSN field from Low to High. 6. Add worksheets as desired for different data views. 7. Use formulas with absolute references to pull data from different tabs. PEIMS with Other HR Systems5

Excel formulas Copy SSN column of a record type into a new worksheet Add VLOOKUP formula to pull data onto new sheet. =VLOOKUP(A2,'Rec040'!$A$1:$H$5001,2,FALSE) $ before column, row are absolute references Add formula for first row Confirm that right data is being pulled Use the Fill, Down function to copy formula into all rows with data PEIMS with Other HR Systems6

VLOOKUP formula VLOOKUP(A2,'Rec040'!$A$1:$H$5001,2,FALSE) 4 settings/variables What to look up – column A is SSNs Where to look – ‘Rec040’ is sheet, then :, then columns and rows Which field in matching row – SSN is always 1 Exact match required – FALSE Get this working in first row, then use Fill, Down for the rest PEIMS with Other HR Systems7

Use of Sorts and Filters VLOOKUP is limited to the first match found Use Sort to change what is found – must use SSN as first level, but can change second level of sort Use Filter on columns in source sheet Rec060 Payroll Activity Code – good example Filter on 79 to see supplements Filter on 80 to see base pay If something is missing from a view, check filters first to see if excluded PEIMS with Other HR Systems8

Use of Sorts and Filters Use SSN list from different records as base for building other views Record bases and different sorts can alleviate most of the mismatch issues caused by data set, though it is important to use different views so that all coding is reviewed Once you have a base sheet working, SAVE a backup before you get creative PEIMS with Other HR Systems9

Questions? Michael Barrett Birdville ISD Technology PEIMS with Other HR Systems10