1. EMIS Staff & Financial Yearend Updates
Sandy Sparr
NCOCC
EMIS Coordinator 6/1/17

2. Processing Schedule DRaft
Education.ohio.gov
Home > Data > EMIS > Reporting Responsibilities > EMIS Data Collection Calendars
EMIS Data Collection Calendar for (DRAFT)
17H Financial
Opens – 6/1/17
Closes – 8/31/17
Supplemental
Opens – 9/1/2017
Closes – 9/30/2017
17L Staff & Course Final
Opens – 4/11/2017
Closes – 7/14/2017

3. 17H Financial Reporting Opening Soon  Final 17H Submitted by NCOCC
Treasurer & EMIS Coordinators can submit 17H until USAS is closed at yearend
Upon close of USAS NCOCC will need to assist in loading an additional file from USAS for:
Cash & Fund Balance Reconciliation (EX1)
DN Organization General Information (USAS ONLY)
Capital Assets (CAP)
Civil Proceedings Desc. & Summary (STR)
Federal Assistance Detail & Summary (FAD & FAS)

4. July financial 17H Reporting
17H – Financial
Final – 8/31/17
Treasurer
17H – Financial Supplemental
9/30/17
Includes Capital Asset data reporting
Reports available in RIPE
ncocc_IRN_09_ _2017h_fin_expnd_amt_by_cat.csv
ncocc_IRN_09_ _2017h_fin_expnd_amt_by_cat.txt
ncocc_IRN_09_ _2017h_fin_Gen_Issues.txt
ncocc_IRN_09_ _2017h_fin_Gen_Issues_Detail.txt
Submit via Data Collector
See Attached (July Financial H Data Collector Instructions)

5. USAEMS USAEMSEDT USAEMSDB USAEMS 1 - Cash Reconciliation
2 - Federal Assistance Programs - Summary
3 - Federal Assistance Programs - Detail
4 - Civil Proceedings
USAEMSDB
1 - DSTMNT EMIS District Info Maintenance
2 - BLDMNT EMIS Building Info Maintenance
3 - BLDRPT EMIS Building Info Report
4 - DBLOAD Load District & Building Info from EMIS
USAEMS

6. Valact Report Errors for invalid fund categories
Fatal errors must be fixed
000 OPU Error Messages
No longer allowed for certain account code combination
More information
Education.ohio.gov > Topics > Data > EMIS > Documentation > Section 6.x Financial

7. EMISFCAT Report Lists all funds and associated fund category
SCC
ODE Brief Description (QC185)
Lists all funds and associated fund category
Cash Record
Not Applicable - if no fund exists
List of funds available
Education.ohio.gov > Topics > Data > EMIS > Documentation > Section 6.2 Cash

8. Capital Assets EISEMS EMIS-FFE EIS Users ONLY
EMIS
Notify NCOCC EISEMS.SEQ is ready to load into the data collector
NCOCC will load EISEMS.SEQ into EMIS-DC & resubmit July H reporting
EMIS-FFE
My NCOCC
Forgot or Need Username/Password
Helpdesk
Username = lastname.firstname
Password does NOT = Reflections or My NCOCC (click forgot password)
Instructions
See Attached (Capital Asset Non EIS)

9. USAS EMIS Closing USAEMSDB DSTMNT BLDMNT USAEMSEDT Cash Reconcilation
Fed. Assistance Summary
Fed. Assistance Detail
Civil Proceedings
VALACT
Fix ALL Fatal Errors
EMISFCAT
USAEMS
Do NOT skip this step!!!
NCOCC needs to export USAEMS_EMISR.SEQ
Load into EMIS-DC
Do NOT run ADJUST until AFTER USAEMS has complete
Do NOT make account changes in FY17 until 17H reporting is complete
Capital Asset
EISEMS
Non-EIS Schools – EMIS-FFE (Flat File Editor)

10. General Issues Reports
More Errors than Ever Before 
Each Week
Check Gen Issues
Check Gen Missing…Watch carefully!!!
Level 2 Reports in EMIS-DC
Coming Soon
Files Tab in EMIS-DC
Following measures will be included
Building General Information- Financial
District General Information- Financial
Receipts
Expenditures
Cash
Operational Units
Capital Assets

11. 2nd staff and course collection Reports
SDC (Secure Data Center)
Local Report Card
District Details
Reports for Analysis
Teachers and Staff
CSV Staff Data Checks
Staff Demographic Record (CI).CSV
Staff Employment Record (CK).CSV
Detailed Checklists
Pivot Tables
Filters
PERDET & Level 1 validation reports do not find all staff errors
Staff Excel Checklist

12. Data Submission Requirements
Missing Staff Report
Data Collector
Contact EMIS Coordinator
Check
Report to EMIS = Y
Concealed = N
Do NOT Conceal FY17 No Longer Employed Personnel
PERDET Errors
Level 1 Validation Errors in Data Collector
Contract Start/Stop Dates
Overrides
Via Helpdesk
ZID change to Credential ID from previous reporting period

13. Staff Reminders Correct PERDET errors ASAP Check Supplementals HQPD
Verify all supplementals are marked Y to report to EMIS
Reporting supplemental year round
HQPD
Contact NCOCC to Mass Load
CJ – Contractor Staff Records
USPS
Contact NCOCC to transfer to Data Collector
EMIS-FFE
Contact NCOCC
Export the file then upload into the Data Collector Data Source tab
Districts
IMAC
Mid Ohio ESC
Willard
PCTC

14. Staff attendance Attendance Long Term Illness Blizzard bag days
Attending or Non-Attending
Optional
District Decision
Governed by Local Contracts
Long Term Illness
15+ continuous absences
Check closely to be sure FY17 Long Term Illness is No Longer reported
SAFARI Report
Check Current year Long Term Illness employee data for accuracy
Run CLRATD only when no additional staff extractions for EMIS are needed
Can be run anytime prior to the entry of long term illness days for school year

15. Staff reminders Years of Experience (Total & Authorized)
Effects funding
MASCHG/MASINC
Single employee in Multiple Positions and/or Buildings
Requires Multiple Employment/Job Records
Multi Position Employee - position changes in FY17
Job changes still require separation date/reason on each job if position code is changing or entire job is ending
Even if the employee is still employed in another position

16. Semester Hours Not only for Certified staff…
According to the reporting instructions, "Report the total number of semester hours achieved by the staff member."
The instructions do not explicitly refer to teachers so any staff member having semester hours would be reported
Classified Staff can have semester hours if the Degree field warrants semester hours
Semester hours are linked to a degree, therefore, if they are reporting a degree, report the semester hours for that degree

17. Staff reminders Position Status for No Longer Employed
Days Attended = 0
Example…Certified employee leaves prior to the first day of school
Position Status = U
Days attended > 0
Position Status = C
Supplemental (8xx) position codes
Do NOT report
Separation Date/Reason
Change in Position Status

18. Staff Changes AFTER FY17 USPS Close
What to do with ALL of the FY17 Changes before EMIS 17N Reporting Ends???
Salaries
Years Experience
Building IRN
Work Days
Separation Date/Reason AFTER July 1st
Etc…
Possible Scenarios – How does your district want the data to be reflected on LRC & State Reports?
EMIS ONLY Fields in JOBSCN
Delay changes until end of reporting period
Report FY17 staff changes in FY17 data
NOT recommended by NCOCC

19. Staff Reminders USPS FY17 Closing - BEWARE JOBSCN
Salary Changes prior to July 30th
EMIS Contract Info ONLY Fields
17 Yearend Data
Districts using NEWCNT leave blank
Hrs./Day
Contract Amt.
Work Days
FTE
Purging NEWCNT
Update JOBSCN EMIS contract fields with values from old contract = Y

20. NEWCNT
If ALL of the EMIS Contract Info fields are blank in NEWCNT and you say Y in the “Update JOBSCN EMIS contract fields with values from old contract” field then all of the old contract values will be placed in the EMIS Contract Info field in JOBSCN when the new contract is purged.
Once EMIS reporting is complete there is a MASCHG program called MASEMIS that can be ran to remove all of old EMIS Contract Info fields. This should be done before October reporting begins.
If you say N in the “Update JOBSCN EMIS contract fields with values from old contract” field or if one field is populated in the EMIS Contract Info field in NEWCNT the EMIS Contract Info fields will NOT be updated with the old contract values.
Here is a link to the NEWCNT chapter in the USPS Manual:

21. Staff Closing Reminders
USPS FY17 Closing - BEWARE
Building IRN’s for FY17
Do NOT change until AFTER July 30th
FY17 Summer Staff Separation
For employees no longer employed after July 1, 2017
No Longer Employed
Position Status = U
No Attendance
U = 0 Attendance Days
Do NOT enter until after July 30th

22. Questions