EMIS STAFF CHECKLIST FOR USPS DISTRICTS - JUNE REPORTING PERIOD 14N

Transcription

1 EMIS STAFF CHECKLIST FOR USPS DISTRICTS - JUNE REPORTING PERIOD 14N 1. Review Chapter 3 in the current EMIS Guides for changes 2. Review Board agendas for Staff changes: a. New employees that hold a certificate/license from ODE need to have their Credential ID field completed. This includes all certified staff as well as any classified staff who may hold a license from ODE. b. Employees that resigned after the first week of October need to continue to be reported as a position status of C. However you must enter a separation reason and separation date. c. Employees retiring or leaving the District in June or at the end of the school year (before July 1 st ) are still reported as active (C). Enter a separation reason and date 3. For employees who have a ZID in a previous EMIS period and now have an ODE credential ID an override is needed: a. Enter the new ODE issued credential ID in either the BIOSCN or DEMSCN. They update each other. b. Open a ticket and ask NCC to request an override. Please list the employee name, the old ZID and the new ODE issued credential ID. 4. Review all other staff changes, position changes etc. 5. If an employee has had a job change and the POSITION CODE has changed Remember to give the employee a new job record. 6. Was CLRATD (Clear Attendance) USPS_ANN/CLRATD run to clear out the Long Term illness from 13N- June Reporting? Verify no one has entered in current year long term illness prior to running CLRATD. 7. Enter Long term illness days on the BIOSCN if applicable 8. Review HQPD data in POSSCN Must be a Y or N for position code 230. HQPDLOAD may be run to mass change asterisks to Y s 9. Verify the Report to EMIS Flag Are there employees that were flagged as N to Report to EMIS and now need to be changed to Y? Review Supplementals (8xx position codes) YES to EMIS, Position Type = S, Work Days, Contract Amount and FTE need to be completed. Hours/days do not need to be completed. Pay Unit should be Daily 10. Were Authorized /Total Years for Certificated Staff updated in October? If not, complete steps a-f below: a. Run USPS_MNT/MASCHG/MASINC 1

2 b. Make sure that you exclude new hires as they may be incremented also In the Exclude employees based on hire date: field enter a date only if you wish to exclude those employees whose hire date is equal to or greater than the date entered c. Update Total Years by placing an I (INCREMENT) in the field to increment one year d. Update Authorized Years by placing an I (INCREMENT) in the field to increment one year e. Run in PROJECTION first to verify the data first f. Run in ACTUAL once you are ready to update the Total and Authorized Years 11. USPS_MNT/USPCHG Mass set EMIS Flag= N Be aware there is NO projection option of USPCHG! Employee s who were reported as no longer employed in the June reporting period should be set so the Report to EMIS Flag = N. The program will prompt for a separation date. Make sure you only update employees who were separated before July 1st ( see example on next page) AND who were reported as such in the June Period. A USPCHG.TXT report will be generated once the USPCHG program completes. Please verify the information and print the USPCHG.TXT report and keep on file with your June information. 2

3 USPCHG - Mass change for EMIS fields 1. Increment salary schedule step 2. Modify separation reason to 'Not applicable' when job is active 3. Modify EMIS report flag to 'No' for jobs with separation date <= date given 4. EXIT program Enter mass update option (1-4): <00> 3 Enter a separation date to set EMIS report flag to 'No'(MMDDYYYY): < > Select by specific employee(s) (Y,N)? <N> _ Select by salary schedule(y,n)? <N> _ Select by job status (Y,N)? <N> _ Would you like to select by building IRN (Y,N)? <N> _ Select appointment type (1,2,3,4,5): <1,2,3,4,5> Include employees that are concealed (Y/N) <Y> _ Continue, Re-enter options, or Exit: (C,R,E,?) <C> _ Selection in progress... Processing mass updates... Output file is USPCHG.TXT You can run the program under various options. You can choose specific employee groups such as salary schedule, job status or building. 12. REPORTS a. EMIS Web reports contain the ODE EMIS reports. Available at the following link: b. a. Log in using your Reflections username and password the username and password must be typed in all uppercase b. Reports are updated on the web as they are released from ODE c. The reports are listed within the applicable reporting period link look for 14N reports OPTIONAL 3

4 c. CERLST Brief Certificate Employee listing - Displays employee Certificate information and Authorized/Total Years Experience, Position Code and Funding Source d. POSSUM - Position Summary based on FTE Count - This report can be run by building to check if all employees are being reported 13. Check EMIS CONTRACT INFO fields. (Screen two of JOBSCN): a. If applicable, verify that data is for this fiscal year (FY14) and does not contain outdated information such as 13N or a prior fiscal year b. Verify the Hours per day, Contract amt, Work days and FTE are correct and if SPEC ED FTE needs to be updated c. OPTIONAL - MASCHG/MASEMIS can be used to verify the EMIS Contract Info by running in PROJECTION mode. Is the information in the EMIS Contract Info needed for employees with a July 1 start date? d. PLEASE NOTE - Running the MASEMIS program in ACTUAL will massively clear out the EMIS Contract Fields including the FTE field which is REQUIRED for EMIS reporting. A report is generated when the MASEMIS program is run that can be used to check if you need to manually re-enter the FTE. e. Once all information is reviewed, the MASEMIS report can be run in ACTUAL 14. Run RPTSUM from the USPS_RPT menu to verify staff attendance and absence data. Run RPTSUM for EMIS for the current fiscal year (7/1/2013-6/30/2014). Any adjustments on the EMIS days can be entered in to the 4

5 USPSCN/ATDSCN using an AD and a type of ET (attendance) or EB (absence) NOTE: A calamity day does NOT count as an attendance day for EMIS reporting. Only work days (W) and make up days (M) count toward EMIS attendance for staff. If you have makeup days this year it is up to the district to determine how to handle this reporting. You can use a W for a work day or a C on the job calendar for the calamity day. If the district uses a C in the job calendar for a calamity day and there are makeup days (including blizzard bag days), an M should be entered in the job calendar for the makeup day. CAUTION : Payroll and EMIS must work together so both areas have correctly reported the employee s attendance/work days. Calamity days and Make up days are counted differently in payroll then in EMIS. 15. Run USPEMS/PERDET 5

6 a. Run Perdet for Employees Reportable to EMIS Yes b. Select only those employees with errors c. Check the report (Perdet.txt) and correct all errors d. Run another PERDET for those NOT reported to EMIS (N) and view to insure no one is on the report that shouldn t be 16. Make any needed changes using USPS Alpha or USPSWEB a. USPSCN/DEMSCN b. USPSCN/POSCN c. USPSCN/JOBSCN d. USPSWEB/EMIS Entry Screens 17. Re-run USPEMS/PERDET until the report shows no errors. Note: Only if you have Contractor (CC or CJ) Records do you need to complete step 18. If your district enters into contracts with persons who are not employees or hires companies to serve students in yours or another district, then you have Contractor Records. If you do not have Contractor (CC or CJ) Records, skip step 18 and go to page REPORTING CONTRACTED STAFF GOAL (Page 3 of Chapter 3, Section 3.2 of the EMIS Guide): 6

7 In the past, if the resident/educating district contracted for staff from an ESC or other EMIS reporting entity, both entities were required to report duplicate staff data in order to link the contracted employee that taught a course or provided a service to the student, and in many cases both also reported student data. In addition, contracting with non-emis reporting entities often presented challenges related to obtaining the minimum data required for reporting. Via changes described in this section, we hope to provide clear guidance on which entity is required to report student and staff data to EMIS in the case of contracted staff and ESC staff providing services to districts in order to eliminate duplicate reporting of student and staff data. In addition, the Contract Only Staff Record (CC) will simplify reporting of contracts with non-emis reporting entities when data processing and reporting needs do not require individual staff information. The following chart shows the different types of contracted staff and the records to use to report the staff in EMIS. Contractor (CC or CJ) Instructions 7

8 Contractor Records -Updated in USPSWeb for State Software Users a. CJ Contractor Staff Employment Record Reported only by Contractor Entity contracted with must be an EMIS reporting entity. (e.g. another school district) ESC Contracted Services- ESC only enters the CJ record in 14N for all employee hired by the ESC. Districts contracting with the ESC do not enter any staff information for these employees. ESC will enter: One record for each district for which the employee is providing services. USPSWEB, Query the Employee, Select the EMIS Entry screens and ADD Contract CJ Record. Examples of CJ Record in USPSWeb: b. CC Contract only Staff Record 8

9 Entity contracted with must be a NON EMIS Reporting Entity. Non EMIS Contracted Service entities may include bussing companies, psychological services, nursing services, food service, and custodian/maintenance services. Enter one Staff Demo (CI) and one Position (CK) record for each Contract (Transportation, Food Services) in USPSWEB. The position Status would be A Agency Contracted or I - Individual. Examples of CC Record in USPSWeb: Screen 1: Screen 2: 18. When your data is clean and you have CJ (Contractor Staff) and/or (CC Contract Only) records: a. Run USPEMS/USPEMX to create the extraction file (USPEMX_EMISR.SEQ) b. From the Menu> type in USPEMX_FTP to ftp (file transfer) USPEMX_EMISR.SEQ to the EMIS-R server c. Upload the extracted file into the Data Collector from within the data collector when you are ready 19. When your data is error free, go in to the DATA COLLECTOR to collect, prepare and preview your staff data **Make sure that CHKUPD is not being run in payroll when a Data Collection is run** 9

10 20. Review your reports in the Data Collector 21. Make any needed changes using USPS Alpha or USPSWEB. a. USPSCN/DEMSCN b. USPSCN/POSCN c. USPSCN/JOBSCN d. USPSWEB/EMIS Entry Screens 22. When your data is clean and you have CJ (Contractor Staff) and/or (CC Contract Only) records, you MAY need to: a. Run USPEMS/USPEMX to create the extraction file (USPEMX_EMISR.SEQ) b. From the Menu> type in USPEMX_FTP to ftp (file transfer) USPEMX_EMISR.SEQ to the EMIS-R server c. Upload the extracted file into the Data Collector from within the data collector when you are ready 23. Check your Missing Data Report when available. Correct errors as needed, re-collect and resubmit until the Missing Data report shows no missing data for 14N 24. Treasurers will need to provide sign off for June N reporting PURGING NEW CONTRACTS If new contracts need to be purged BEFORE the EMIS reporting period N has closed, it is important to retain the old contract information for 14N. In NEWCNT, make sure the question Update JOBSCN EMIS contract fields with values from old contract: is answered as Y to move the JOBSCN contract amount to the EMIS contract field. This will preserve the salary information that needs reported to ODE for yearend reporting. Once period N is closed, the EMIS Contract Info would need to be cleared (MASCHG/MASEMIS) so the current contract info will reported for October (K). First processing May 2 nd Last processing July 30 th Once EMIS Processing closes for Period N (mid-august): Run CLRATD to clear the FY14 long term illness days from the BIOSCN 10