1. Payroll Staff EMIS Reporting June 2018
Welcome
Introductions

2. Global View EMIS (Educational Management Information System)
Tool for gathering data
Basis for distribution of funds to districts
Components: Student & Staff
Tool for comparing effectiveness of district to other districts
Tool for informing public about each district
(District and building report cards)
Screen

3. Team Effort Entire district is responsible for the accuracy
in EMIS reporting…
Global View is very important to remember
Public is looking at your district
Districts are being compared
Funding is at stake
Needs to be the most ACCURATE representation possible of YOUR district
Screen

4. Effects on Payroll Personnel
Paychecks can be created without all the EMIS information in, but eventually all Staff EMIS information must be reported FROM the payroll file……how does info get into the file?
Lack of EMIS input/information on employees at time of hire is no longer a good option for the district – EMIS Reporting becomes inaccurate since ODE has gone to a “rolling period reporting”
Screen
Focusing on source USPS payroll data

5. Items to consider Communication of ALL district personnel is key
DO not make assumptions on personnel
Replacement of personnel has same info as previous employee
ASK questions and seek clarification
The importance of the Staff information – needs a plan/procedure
Incorporate any viable tools available
Keep your superiors informed of missing data
EMIS manual Chapter 3 in your possession
Screen

6. Student Data & Staff Data (an unlikely couple)
Staff data initially evaluated on its own merit
2nd Validation is against student records
Certification to teach class assigned
Assignment area in alignment with position
Communication is the Key
Screen

7. Have a Plan for ACCURATE Information
Form to gather info – what’s your process?

8. ODE EMIS Resources ODE EMIS Manual Staff Records
EMIS Data Collection Calendar for
Click on links to and review with handouts – reporting rules and timelines
Emis staff manual – we will highlight some reminders on the next slides, but it’s important to read the manual and communicate with your district staff information
Timelines for versus discussion.

9. Configuring Staff Data
Staff Demographics
Staff Employment
One record for each job
Contractor Staff Employment Record
One for each job per entity assigned
Course Master
Staff Course Record
Screen

10. Staff Tips Key is Staff ID All staff employed by the district
State Staff ID from certificate (does not change by district)
Assigned Z-ID – (district specific)
All staff employed by the district
All staff contracted by outside agency to serve students
Includes staff from non-EMIS reporting entities where students are placed
Screen

11. Which Staff Do I Report?
Individuals employed by the reporting entity
If this individual leaves after last reporting period (18L) and has attendance this year– must report as a C with a separation date
Individuals or companies contracted by the school district for duties normally performed by school district personnel (e.g., bus drivers, food service staff, and special education therapists)
Individuals who are on leaves of absence
Substitutes who become the “teacher of record”
Individuals employed during the previous reporting period, who are no longer employed, including individuals who have resigned over the summer
Screen

12. Who is Not Reported? Daily (as needed) substitutes Student employees
Board of education members
Adult education teachers
Game officials, ticket takers
Employees on an “as needed” basis – no regular schedule
Volunteers serving in the district
Screen

13. Staff Records to Report
One job for each position and/or Building
Teach in multiple buildings…multiple Jobs
All Supplemental Contracts
Contractor Staff Employment Records
Staff assigned to/works in another EMIS-reporting entity – employing district reports
Agency or individuals you employ that are NOT reported through the PROVIDING entity
Screen

14. Staffing Status
New Employees, code in payroll when hired for both payroll purposes and EMIS reporting.
When staff changed jobs, code in payroll completely
When staff leave, code in payroll when known
NOTE: Staff data reporting for EMIS is a rolling timeframe, code and report what you know when you know it. Example, supplementals.
Screen Talk about the new hire form again. Code what you know when you know it… people leave, change jobs, ex.
Teacher becomes principal

15. New position
If an employee changes jobs in the district and begins another job with a different position code you must enter a separation reason/date on the first position and create a new JOBSCN/POSSCN for the new position.
Example: A teacher (position code 230, job number 1) has taken a principal position (position code 108)
Both Jobs will be reported (dates important)
Screen principal code 108 gets a year of experience after 1 year or 120 days (but now during the year)

16. New position – con’t Renumber job 1 (teacher) on JOBSCN to job 2
Enter a separation reason/date
Status will be C and will continue to be reported to EMIS with a separation date & reason
Add the principal job as job 1
Both jobs will be reported for 2018 (dates important)
You do not need to create a new JOBSCN if the employee is moving to another building or will be teaching a different grade level AND stays as the same position code.
(IRN will need to change IF employee changes buildings)
Screen

17. Confusing Situations Split Positions Employee has two separate jobs
Report each position code on a separate job record
Employee paid on one job but either works two ‘positions’ or in multiple buildings
Report each position/building on separate job record
Split salary, days, hours, FTE between job records
In USPS, use the EMIS Contract Info fields to report data
(See additional handout)
Screen

18. Confusing Situations (cont.)
Summer Separation Employment Record
USPS Treatment
No attendance days in current year on any job
Separation Date/Reason
Position Status ‘U’
Data Collector pulls information correctly
State Software creates this record ‘on the fly’. All summer separations are reported on the job record with position status ‘U’. Likelihood od someone retire nor and not have attendance days is very unlikely.

19. Contracted Staff Instructional Non-Instructional ESC
Student Sent to Non-EMIS Reporting Entity
Therapists
Occupational Therapists
Physical Therapists
Speech Therapists
Non-Instructional
Bus Drivers
Food Service
Custodial
Screen just giving someexample of contracted staff

20. Contracted Staff – Instructional
ESC
Preschool
ESC Reports All Staff Records and Courses
School-age
ESC Reports
Staff Demographics
Staff Employment
Contractor Staff Employment Record
Resident District
Course Master with ESC Staff Attached
State Staff ID
Provider IRN of ESC
Credential ID is the link between the district’s course master and the ESC’s staff records. CJ example

21. Contracted Staff – Instructional
Non-EMIS Reporting Entity
Staff Demographic
Staff Employment
Position Status A or I (Contracted Agency or Individual)
Course Master
Therapists
CC – non emis entity

22. Contracted Staff – Instructional
EMIS Reporting Entity
Contracting District
Reports Nothing
Contractor District
Staff Demographics
Staff Employment
Contractor Staff Employment Record
Non-EMIS Reporting Entity
Contract-Only Staff Record
One Record per Position Code per Contract Term
CJ emis entities

23. Correcting Errors (cont.)
Missing Staff
Fatal Error on Level 1 Validation
Missing Data
Reported previous period with no separation date/reason and position status C
Not reported this reporting period
Make sure staff record is being reported
If State Staff ID changed
Post helpdesk for Connect to post override request
Screen
If ZID to credential ID – override request

24. Correcting Errors (cont.)
Missing Staff (cont.)
Reported last reporting period, not now
If separation date prior to last day of last school year
need staff override file submitted to data collector
If after last day of school FY18
enter in separation date and reason
leave job and employee Y report to EMIS
No attendance this year must enter” U” as position status for fall

25. Correcting Errors (cont.)
Level 1 Validation
‘Teacher must have at least one course master’
Coded as
Position code 230/assignment area
Not attached to any courses
No Contractor Staff Employment Record
Check
Could be Special Ed position code 212
May be summer separation and needs separation date/reason
Is State Staff ID same between staff and student software?
EMIS folks should share the detailed reports and not just screen shots of errors, more information shared the easier to research and the better for the district data resolutions.
Teacher code 230 has to have a course master

26. Correcting Errors (cont.)
Level 1 Validations (cont.)
Warnings
Staff member over 70 years old
Semester Hours low for position code and education level
If in Title I Schoolwide Building, Paraprofessional Code is Invalid
Correct, if necessary
Common errors but is data accurate? Share the entire CC and CJ reports – if someone is 70 and older – is that accurate? Or is there a typo- going back to the accuracy of the info

27. Correcting Report Errors (cont.)
Report Explanation on ODE’s Page
Level 2 Validation Errors, Category 2 Explanation
Level 2 Validations
Contract Teacher has no Course/Prog in Contracting District
CJ record pointed to your district
Your district is not reporting that individual as teaching a course provided from another entity
Both entities are not using the same state staff ID
Link to ode’s emis page for level 2 validation errors

28. Additional fields for year-end Staff reporting
In additional to typical payroll data fields important for staff EMIS reporting:
Highly Qualified Professional Development
Attendance/ Absences / Long Term Illness/
For FY18L final only:
Principal years of experience will be recollected since the initial staff collection did not have complete principal year data reported statewide.
Hqpd
Long term illness
FY18Lfinal ONLY – principal years will be recollected but FY19L initial will be the official one time collection for 18-19

29. Staff Updates
Staff data may be updated for EMIS reporting using 3 different systems:
Source:
Reflections USPS Payroll system
USPS Web Payroll system
EMISFFE, if a district is not using USPS system
Is anyone using FFE still ? Only for CJ and CC – but can use the USPS web as an option

30. USPS Specific Information
The source of the staff data is the payroll data. As mentioned earlier, there needs to be a plan on who in the district is to manage what data for your district. It’s important to share information and communicate for the betterment of your organization. Some districts may have HR staff who update staff data fields. We are going to talk about USPS payroll systems.

31. Rerun until all errors are corrected.
Run USPEMS>PERDET
1st Time
2nd Time
Run report for Employee Reportable to EMIS=Y
Exclude Supplementals = Y
Check & Correct errors
Run report for Employee Reportable to EMIS = N
Exclude Supplementals = Y
Check & Correct errors
Check these lists for anyone who should not be on the list
The USPS perdet report is very helpful for payroll or HR staff to generator and verify data in advance of EMIS reporting for the district. If you run it once to check employee records that are reportable to EMIS and then run it a 2nd time to verify staff who are marked no to EMIS and maybe should be. Be sure to verify who’s on the list and who’s not on the list and adjust payroll staff data according to what is true for the school year for your district.
Rerun until all errors are corrected.

32. USPS web Usps web screens
Who is responsible for updating your district emis fields in payroll? If it’s folks who have access already, no need to worry about usps web access.
However, if the district emis person is to code emis fields in the payroll system, this is a way to access those fields. Also the CJ and CC records be maintained via this system. Up to your district who accesses what fields and who is responsible for updates.

33. Employee Query
How you find an employee using search

34. Employee Details
Emis entry screen access

35. Staff Demographic
Reminder that attendance fields are calculated and cannot be manually updated in uspsweb. Usps is the source files.
**In Modify Mode, Read Only fields will display, but cannot be changed.

36. EMIS Entry Screen
Reminders on what screens affect what areas in usps web/emis entry

37. Reports USPS Reports USPS Perdet Report Data Collector Reports
Reminders for FY19
USPS reports for data verification: ABS101, LNGSCK longsick
USPS perdet report for emis field verification/validation
Data collector reports shared by the emis coordinators
Reminders for FY19 – the yearend of FY18 is about basic staff data and attendance fields and the HQPD value. However, for FY19 in the fall for staff data reporting there is certification and hqt reports to review. Most of these reports and errors tend to land on the course side of the data, subject codes, ode certification files, students scheduled into classes, but we want to remind you that whatever data you notice as you validate your data is accurate for anytime emis reporting…that includes payroll staff and course information.

38. EMIS Staff Checklist – FY18 L
Use a checklist whenever possible
Let’s go through the checklist

39. Resources Connect’s Fiscal Services Documentation Links
ODE EMIS Manual and related EMIS websites
On our website there are links that may be a resource

40. Thank You!
Questions?
Any questions?

41. Contact Us
Feel free to contact us at or call Ext. 5010
We have published the link because much of the data for staff is course related data reporting. This way the student team can see the tickets and questions. If the question is the payroll system, the fiscal staff will respond (CI, CK records and CJ and CC sometimes). All other questions regarding staff EMIS will most likely be related to student/course information.