EMIS-R/DATA COLLECTOR OVERVIEW SUBMITTING PERIOD H FINANCIAL DATA North Coast Council – Fiscal Year End Meeting June 2015

USAS SIF Agent (all basic USAS Data)  Data is pulled directly from USAS using USAS SOAP  Accounts  Operational Units  Pulls from USAHIST.IDX if fiscal year closed  Dollar Amounts  Fund Type, Description  Other data always pulled from ACCT.IDX  Controlled by “EMIS Reporting Year” in USASDAT/USACON 2

Flat Files for Financial Reporting  USAEMS_EMISR.SEQ  Cash Reconciliation  Federal Assistance Summary and Detail  Civil Proceedings  District and Building Profile information  EISEMS.SEQ or File exported from EMIS-FFE  Capital Assets 3

USAS Flat File - USAEMS  Prior to closing FY15 you must run the USAEMS program in Reflections  USAEMS creates the USAEMS_EMISR.SEQ (flat file)  USAEMS_EMISR.seq will need to be uploaded to the Data Collector 4

Uploading Flat File – USAEMS_EMISR.seq  East/Valley View: Loading USAEMS_EMISR.SEQ file to Data Collector:  1. Log into Reflections  2. From the USAS_ANN menu select USAEMS_FTP  3. This will automatically move file to the Data Collector  West/Elyria: Loading USAEMS_EMISR.SEQ file to Data Collector:  1. Log into Reflections  2. From the USAS_LCL menu select FIN_PROC  3. Select USAEMS_FTP  4. This will automatically move file to the Data Collector 5

EIS Districts Flat File - EISEMS  Prior to closing EIS inventory FY15 you must run EISEMS in Reflections  EISEMS creates 2 files - EISEMS.TXT and EISEMS.SEQ  The EISEMS.SEQ file must be uploaded to the Data Collector ( shown on the next slide) ****NON-EIS DISTRICTS SKIP SLIDES 5-6*** 6

Uploading Flat File – EISEMS (Inventory)  Loading the EISEMS.SEQ file to Data Collector:  1. Log into Reflections  2. From the EIS_LCL menu select EISEMS_FTP  This will automatically move the EISEMS.SEQ file to the Data Collector. ***EIS DISTRICTS SKIP SLIDES 7-14*** 7

NON-EIS Districts – Uploading the Flat File from EMIS-FFE (Flat File Editor)  1. Log in to EMIS-R (refer to slides 17-19)  2. Click on the Data Sources tab  3. Click on “Other Data Sources” 8

NON-EIS Districts- Uploading Capital Assets (cont)  4. East/Valley View Click on “Manage” to the right of the EMIS Flat File 4. West/Elyria Click on “Manage” to the right of Financial H Flat File Upload 9 Financial H Flat File Uploads

NON-EIS Districts- Uploading Capital Assets (cont)  5. Click on “Upload File” 10

NON-EIS Districts- Uploading Capital Assets (cont)  6. Click on “Browse” to locate the.SEQ file that was exported from EMIS-ffe 11

NON-EIS Districts- Uploading Capital Assets (cont)  7. Once you locate the file click “Upload”: seq 12

NON-EIS Districts- Uploading Capital Assets (cont)  8. Verify the file is there that you just uploaded: 13

NON-EIS Districts- Uploading Capital Assets (cont)  9. Once the file is uploaded, click on the “Collection Requests Tab”:  Skip to slide 18 to complete the process… 14

Data Collection Process  Collect (pulls data from source system/flat file)  Check Collection Progress  Prepare  Level 1 Validations  Preview (data in HTML or CSV format)  Repeat steps above as needed  Certify & Submit  Validations (ODE cross-checks)  Repeat as needed 15

Period H Submission Process  Go to the NCC Webpage (nccohio.org)  Click on Support  Click on Fiscal  Click on the link for EMIS-R  Log into SIF (EMIS-R) 16

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Period H Reporting Process  1. Click on Start Collection in the Financial (H) FY15 Reporting Period box 19 Financial (H) FY15 Reporting Period

Period H – Starting the Collection FY15 Reporting Period 20

Period H – Starting the Collection Financial (H) FY15 Reporting Period 2. East/Valley View: Click on the SIF Zone Box AND EMIS Flat File Box 21

Period H – Starting the Collection 2. West/Elyria: Click on the SIF Zone AND Financial H Flat File 22 Financial H Flat File

Period H – Starting the Collection (con’t)  3. Once you click on the “Start Data Collection…” You will be sent back to the “Collection Requests” summary tab:  4. Click on red “Refresh” near the top of the screen: 23

Period H – Preparing the Data  5. Once the collection is “complete”, click on the “Collection Request Tab“  6. When “Prepare” appears under actions, the collection is finished  7. Click on “Prepare”: Financial (H) FY15 Reporting Period 24

Period H - Preparing the Data (con’t) 24 25

Period H – Preparing the Data (con’t)  8. Once Prepare is complete, click on “OK”: 25 26

Previewing the Reports If the collected data encountered errors/warnings, a message will display with a direct link to the Validation Report. If the errors warrant changes to be made in the source system, you will need to start the process over with uploading the corrected file and then re-collecting the data.  9. After preparing the reports, click on “Preview” to preview the data you are about to certify: FY15 Reporting Period 27

Previewing the Reports  10. Click on “Generate Preview” FY15 Reporting Period 28

Previewing the Reports  The Preview will display a list of the records included in the collection. Scan the “invalid” column for any records with invalid data. If you double-click on a record type listed, it will display the details of the record via EXCEL.  When viewing a record type via EXCEL, a column labeled “Record is Valid” indicates whether or not the record will be included in the submission 29

Certify and Submit  11. Click on the “Collection Requests” tab  12. When data is loaded and verified, click on “Certify & Submit”: FY15 Reporting Period 30

Submitting the Data to ODE  13. Check the “I certify... Box, add any comments you wish and 14. click on “Certify and Submit” Check here Click here 31

 To review the status of your submission, click on the “Submission” tab. Click on the arrow to the left of the Financial reporting period to display the current status of the submission you processed.  A “Preparing Submission” status indicates the Data Collector is preparing to submit the data to ODE.  A “Transmission Completed” status indicates the submission has been received but has not yet been processed by ODE. Review Submission 32

Questions? 33