HUMAN RESOURCES SNAPSHOT

1. HUMAN RESOURCES SNAPSHOT Annette Severson 1

2. Topics • Timeline • User Access • New Process • Human Resources Snapshot Criteria • Creating a Snapshot • Viewing Errors • Reviewing Data Reports • Submitting to CDE (finalizing data)

3. Timeline • November 1 – Human Resources (HR) Snapshot will open • December 1 – Approvals allowed for HR Snapshot • Snapshot Approvals due by March 14th 2014 3

4. User Access Required • Human Resources Snapshot User roles: • HRD LEA Viewer: able to view data. Read only access • HRD LEA User: can create and update snapshots • HRD LEA Approver: has same permissions of the LEA User role AND able to provide final sign-off of data • Local Access Manager (LAM) will need to assign you to the HRD LEA Approver role to fully complete the HR Snapshot Process 4

5. New Process Submit Staff Data Staff Interchange ERRORS? YES NO YES ERRORS? Submit to CDE HR Snapshot NO 5

6. Criteria for HR Snapshot • Pull all error-free records from the Staff Assignment Association file that match the following criteria: • Start date is December 1st or prior to December 1st of reporting school year • End Date is either blank or post December 1st of the reporting school year • Special Education Assignment Flag is coded 0 (General Education) • Job class codes are not equal to 632 (Temporary/Part-time Worker As Needed) or 634 (Student Worker) 6

7. Steps Necessary to Create Human Resources Snapshot • First, ensure both of the following has occurred: • Staff File has been processed and no errors remain • Staff Assignment Association file has also been processed and no errors remain • Next… 7

8. Human Resources Snapshot Snapshot is listed under the Staff Profile Section 8

9. Snapshot Screen 9

10. Snapshot Screen • Select from the drop-downs: • File Type to be: Human Resources Snapshot • School Year ( 2012-2013 in example) • Organization/LEA: automatically populated based on Log In • Click the Search Button • Then Click ‘Create Snapshot’ 10

11. Creating the Snapshot 11

12. Creating the Snapshot - Continued • Message should appear in green: • Snapshot creation triggered and processing. A notification email will be sent upon completion. 12

13. Checking Status • Email will be sent when snapshot created • Can also check the Status Dashboard Screen (under Staff Profile) 13

14. Checking Status Dashboard - Screenshot 14

15. Checking Status Dashboard – Screenshot (continued) 15

16. Checking Status Dashboard – Data Exists 16

17. Checking Status Dashboard – Validation Errors 17

18. Viewing Errors in File • Now, I have the following questions: • I have 38 errors, but what are they?? • Which records are they? • To answer, I can look at: • Edit Records tab • Cognos Tab (recommended) 18

19. Cognos Tab A new web screen will open: 19

20. Cognos Reports Screen Select Human Resources from Menu Again, ignore these dates! 20

21. Human Resources: Cognos Reports Screen Select Report by clicking on the Blue Underlined Name to open 21

22. Error Reports in Cognos • Human Resource Error Detail Report - provides detail of error record(s) and the errors associated with each • Human resource Snapshot Records – provides all records from the staff interchange that were included in the latest Human Resources Snapshot. This can pull all records for the entire district or records can be selected by school code. • Snapshot Records Excluded Due to Profile Errors – provides all records from the staff interchange that were not included in the latest Human Resources Snapshot. If these records need to be included, those staff interchange edits must first be corrected. 22

23. Viewing Detail Error Report in Cognos: There is an option to view selected errors (by highlighting) or All errors at 1 time. 23

24. Cognos Error Report The error message is given by each record 24

25. Cognos Error Report- Viewing Options Can select to view error report in HTML, PDF, XML or Excel 25

26. Correcting Snapshot Errors • Correct the errors in the appropriate Interchange File (Staff Profile or Staff Assignment Association or both) • Resubmit your data records in the Staff Interchange. Again if errors only exists in 1 of the 2 files, you can resubmit only the 1 file needing corrections • Re-Create the Snapshot • Repeat as Needed 26

27. Reviewing Data Reports • Once All Errors are corrected, review all reports available within Cognos • Review for data accuracy in each and if any errors exist: • Staff Interchange File(s) will need to be resubmitted • Human Resources Snapshot will need to be re-created • If all data is accurate – submit the data to CDE • Finalizes the data for CDE to use for our reporting purposes 27

28. Human Resources: Available Cognos Reports (1 of 3) • Average Teacher Salary • Highly Qualified Teacher – same as current and includes Highly Qualified Status for Teachers and Title I Paraprofessionals. • Human Resource Error Detail Report - provides detail of error record(s) and the errors associated with each • Human Resource Error Summary Report – provides a count of the errors in the file by type of error 28

29. Human Resources: Available Cognos Reports (2 of 3) • Human resource Snapshot Records – provides all records from the staff interchange that were included in the latest Human Resources Snapshot. This can pull all records for the entire district or records can be selected by school code. • Mode Contract Days/Hours Per Day by Job Class Category – same as current and used for calculating FTE • Overall Performance Ratings– same as current • Salary FTE by Size – same as current 29

30. Human Resources: Available Cognos Reports (3 of 3) • Snapshot Records Excluded Due to Profile Errors – provides all records from the staff interchange that were not included in the latest Human Resources Snapshot. If these records need to be included, those staff interchange edits must first be corrected. • Summary of Gender by District – same as current • Summary of Job Classification by District – same as current • Summary of Job Classification by School – same as current • Summary of Race/Ethnicity by District– same as current • Teacher Probationary Status – same as current 30

31. Full time Equivalent (FTE) • Full time Equivalent (FTE) is calculated at the Snapshot Level using: • Job class code (for job categories) • Hours per day • Contract days • FTE is calculated per record submitted • All Staff has an FTE calculated • Each job class code is categorized into 22 groups • Categories, Mode Contract Days and Mode Hours per Day is a report in Cognos

32. FTE Calculation • Full Time Equivalence (F.T.E.) is calculated individually within their job class category by: • Each job class category has a mode contract days and mode hours/day based on the submitted data at the district level (Contract Days) x (Hours/Day) (Mode Contract Days) x (Mode Hours/Day)

33. FTE Example • Sally is reported with 6 hours/day and 180 contract days. Her job class is 201 • In the Data Summary Report, the mode contract days is 160 and the mode hours/day is 8 for his job class category (Instructional 201-206) • FTE calculated by: 6 * 180 = 1080 = 0.8438 8 * 160 = 1280

34. Submitting to CDE • Finalizes HR Snapshot for District • All Errors must be resolved in the Human Resources Snapshot Status Dashboard • Status Dashboard will have option to click on 34

35. Contact Information • DataPipeline.Support@cde.state.co.us – New method for us to better meet and record LEA needs • Annette Severson – severson_a@cde.state.co.us 35