1 / 22

14N June staff EMIS Checklist for USPS users

14N June staff EMIS Checklist for USPS users . Important dates: 1 st release – April 11, 2014 - collect, prepare, but no submissions can be done. 2 nd release – May 2, 2014 - data can be sent to ODE via data collector. May 2, 2014 is when the reporting period 14N actually opens.

shanna
Download Presentation

14N June staff EMIS Checklist for USPS users

An Image/Link below is provided (as is) to download presentation Download Policy: Content on the Website is provided to you AS IS for your information and personal use and may not be sold / licensed / shared on other websites without getting consent from its author. Content is provided to you AS IS for your information and personal use only. Download presentation by click this link. While downloading, if for some reason you are not able to download a presentation, the publisher may have deleted the file from their server. During download, if you can't get a presentation, the file might be deleted by the publisher.

E N D

Presentation Transcript

  1. 14N June staff EMIS Checklist for USPS users Important dates: 1st release – April 11, 2014 - collect, prepare, but no submissions can be done. 2nd release – May 2, 2014 - data can be sent to ODE via data collector. May 2, 2014 is when the reporting period 14N actually opens. Please have data as clean as possible by May 2nd, if not sooner. 1

  2. Clean-up • It is best to do a first round cleanup by 5/2/14 to reduce the amount of Level 1 staff errors. • Although USPEMX is no longer copied from USPS to EMIS, it is still a good idea to run it once in June. - it will auto-create new employees Zid’s - it will show if an USPEMX_EMISR.SEQ file exists that should be reviewed. (CC/CJ records) • It is the Treasurer’s responsibility to determine who should be handling each task. • Some districts have HR staff doing part of the work, payroll the rest. • All districts should be working with their EMIS coordinator to ensure data is error free. • It is important that data is correct as it may effect funding to your district 2 22

  3. Reports – these reports should be run to verify data accuracy Task Completed • NOEMIS – Report will show all JOBSCN’s set as N to EMIS. Change reportable jobs to Y, if applicable. _______ (this report will display an USPJOB.IDX error if other users are locking the file from being accessed) • EMISTAT – displays name, title, status, position type, separation reason/date. Update data accordingly. _______ • MISS_CRED – shows employees missing ZID or teachers certificate number in the state id’s. SEE OVERRIDES slide. _______ • POSSUM – # of FTE’s by position code. FTE for an employee can be > 1. if an employee works multiple position codes. _______ Example: employee works as a FT cook = 1. FTE AND as a PT crossing guard = .25 FTE. • EMISRPT – Can be run in various sort orders. Useful is verifying FTE’s by employee. Update FTE’s on POSSCN. _______ • BLDGEMP – a report showing # of employees by bldg. Includes job #, name and NOTE: After 5/2/14, FTE’s from POSSUM/BLDGEMP reports should be compared with Staff demographic reports on FISCWEB Go to MDECA.ORG, Dept./Fiscal, chose your district, then under the EMIS coordinator tab you’ll see staff summary and _______ staff demographic reports. Verify data. • The totals/employees shown on FISCWEB reports are what will be reported to ODE. _______ 3

  4. POSSCN-Qualified paraprofessional and HQPD Run USPS_ANN, USPEMS, PERDET TO VIEW CURRENT VALUES. PERDET CAN BE RUN IN: Sort Order - C Position codes - 415 and 230 only Select those containing errors – N Reportable to EMIS – Y. Task completed QUALIFIED PARAPROFESSIONAL – position code 415 • Qualified paraprofessional position code 415 should be Y if qualified. _______ • All other position codes should be a *. • E-mail Tomlinson@mdeca.org to have all 415’s set to Y _______ • 415 position codes are reported in October. HIGHLY QUALIFIED PROFESSIONAL DEVELOPMENT -HQPD - position code 230 • Run Program HQPDUPDATE to mass change the HQPD field for position code 230 to Y. ________ Then you can manually change POSSCN for any teacher that does not qualify to * or N. ________ • HQPD = Highly qualified professional development. ________ • HQPD’s are reported in June. 4

  5. POSSCN -Position status C versus Uand separation reason/date Each JOBSCN has a corresponding POSSCN. When an employee leaves a position, the POSSCN must be marked with a separation reason/date and applicable status of C or U. All POSSCN’s are entered as C status and remain as C even when separated unless the separation occurs in the summer. If the employee left at the end of the school year, enter the separation date as the date after the last work day. The separation date must be a date no later that 6/30/14. The separation date is not related to paying out the contract/summer pays. JOBSCN can be an active status yet marked with a separation date. After final payoff, set the JOBSCN status to 9. If you miss entering a separation date for June reporting, the employee will show on the missing staff report for October and an override must be submitted by the EMIS coordinator. If the employee left between 7/1 and the day before the first day of school change the status to U. Enter a separation date between 7/1 and the day before the first day of school. U status employees are only reported in October. After Oct. Closes, report to EMIS can be set to N . If the employee worked at least one day during the current school year, they must be reported as C status and Y to EMIS for October (K) and June (N) yearend reporting. After N closes on 7/30/14 (unless extended by ODE), the record(s) can be set as N to EMIS. 5

  6. Verifying and changing POSSCN ValuesMass change program – USPCHG Task Completed • Run EMISTAT to view current data values in DEMSCN. ________ • Run EMIS_SEPR to list only employees marked Y to EMIS with separation dates. _______ • IF the employee worked at all this school year, even if reported as separated in October, they still must be reported as C status in June. _______ • USPCHG program can be used to mass change the following: 1. Increment salary schedule step (this step may have been done, verify) _______ 2. Modify separation reason to “not applicable” when job is active _______ 3. Modify EMIS report flag to “N” for jobs marked with a separation date _______ <= to date given. (6/30/13) • USPCHG does not offer a projection mode. If you choose to run USPCHG, view USPCHG.TXT to review the changes. • Lastly, you can also manually these fields on POSSCN in lieu of running USPCHG _______ 6

  7. New position • If an employee leaves a position (position code), and begins another position 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: job 1 was a teacher - position code 230 • The teacher has taken a principal position – position code 108 • You can renumber job 1 –teacher - on JOBSCN to an open job #, enter a separation reason/date. Status will be C unless separation occurred in the summer. Then job 1 will be an open job # and can be used for adding the principal position. Most do prefer to have job 1 has the main job. • 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. 7

  8. Incrementing years of experience • Years of experience are required for certificated positions. It is optional to enter this information for classified employees. • Incrementing Years of experience should be done for October representing years worked thru the prior school year. • If you find incorrect years of experience in June you can correct them in June. Do not increment in Oct. AND June. • Years of experience need to be correct as this element can be used for funding and also to determine eligibility for the National Board Exam • Authorized years = total years of authorized teaching experience as a regular or sub in an elementary or secondary with instruction for at least 120 days in a regular school year ending 6/30. Authorized years can include military service up to 5 years. Teaching in a college, university, peace corps, related institution do not apply. Administrator positions are not included. • Total years=all teaching/administrator positions, service in a college/university, related institution, non-public, military service up to 5 yrs. Task Completed • CERLST report can be run to show current values in the years of experience fields. _______ • The MASCHG/MASINC program can be used to increment years by 1 year. _______ • You can also manually change the Authorized/total years in DEMSCN if you prefer _______ 8

  9. Contracted employees- added/modified/deleted in USPSWEB only TASK COMPLETED • One way to find out if you have CC/CJ records is to run USPEMX . Go to USPS_ANN, USPEMS, then run USPEMX. If file USPEMX_EMISR.SEQ is generated, records were found. _________ • Run reports: Under USPS_LCL, run CONT_STAFF (CJ’s) and CONTR_ONLY (CC’s) ________ CJ = Contractor Staff Employment – entities paying staff members and providing services or teaching a course to students from another district OR a non-EMIS reporting agency employed by either an ESC or another EMIS reporting agency. If employed by St Rita or TRECA, do not enter a CJ record. CJ records do attach to students. Example: a music teacher that teaches at two districts and is employed by the ESCor a school psychologist hired by another district to work at your district only. CC = Staff contracted from a non-EMIS reporting entity. CC’s are not attached to students. Example: employees of companies hired to provide transportation/food service. • To enter these records, verify that you have a BIOSCN setup with default SSN 111-11-1111. ________ • For CJ’s you will need to create a BIOSCN in USPS for the employee. (or Employee ‘New” in USPSWEB) ________ • Go to USPSWEB under the EMIS tab and create/modify/delete a CC or CJ record. ________ CC/CJ records can only be created in USPSWEB. • You can run the above listed reports again to check your work. ________ • To transfer (FTP) a valid USPEMX_EMISR.SEQ file to the data collector, go to USPS_LCL, then YNDUSPSFTP. ________ 9

  10. EMIS CONTRACT INFO SECTION OF POSSCN/JOBSCN Multiple position codes & use of these fields Task Completed Prorating jobs: • If an employee is paid on Job 1 only but works different position codes or assignment areas, a second job must be created. Both jobs must have the EMIS CONTRACT INFO SECTION of JOBSCN screen 2 prorated. Enter prorated values for: hrs/day, contract amt., days and FTE. Both jobs should be Y to EMIS. _______ • First, run EMISCONT. This will shows all Jobscn’s set as Y to EMIS containing values in EMIS CONTRACT INFO. _______ File EMIS_CONT_INFO.TXT will generate if values are found. • Verify new contract info for FY14 has been updated in the EMIS CONTRACT INFO SECTION for Oct. reporting. _______ • IMPORTANT: Values entered in EMIS CONTRACT INFO SECTION will be reported to EMIS instead of the corresponding POSSCN/JOBSCN values. • MASCHG/MASEMIS can be run in P mode to verify then run in actual mode to mass clear these fields. _______ • Or you can choose to manually clear and add new data to these fields on JOBSCN screen 2. _______ • EMISCONT can be run again to verify final values in EMIS CONTRACT INFO SECTION. ________ 10

  11. Ethnicity fields • DEMSCN Ethnicity fields were added in FY10, but are not yet an ODE requirement for staff as they are for student records. • As you add/modify DEMSCN it is best to define as they could become a future requirement. 11

  12. Extended service days – ESC’s • Extended service are only required for ESC’s • You will need to make sure that the correct amount of extended service days are reported in the Extended Service field. • The ONE job method can be done two ways. Option 1: Option 2: JOBSCN screen 2: EMIS CONTRACT INFO: JOBSCN screen 2: Extended service :60 Hours per day : ____ Extended service :60 # of pays/Pays paid :26/3 Contract Amt. :____ # of pays/Pays paid :26/3 Work days/Days worked:240/40 Work days : :180 Work days/Days worked :180/40 FTE: :1.0 • The TWO job method is also acceptable where employees are paid on two jobs - One for their main job and one for the extended services only. Only the main job is marked Y to EMIS. 12

  13. Extended service days for non-ESC’s • Regular districts should combine extended service days with their main job. • (salary/days). You can pay the extended service days on a separate job, only the main job should be set a Y to EMIS. • Extended Service :_____ (you can optionally enter 23 days) • # of pays/Pays paid :26/3 • Work days/Days worked :204/30 • This example would represent 181 days with 23 extended days combined • The 23 days will not be reported from the extended service day field. • The software will know you are a non-ESC reporting entitiy. It does not matter if you enter the extended service days – or not. 13

  14. Supplementals- Reported in June onlyPosition codes’s 8xx • Run USPS_LCL, the SUPP_POS report to verify Y to EMIS, supplemental Job #, Obl/amt., amt. paid and separation reason/date. • If reported as separated last June and did not work this school year, set the job as N to EMIS. If job was worked at all this school year, they s/b Y to EMIS, status C • MDECA has changed USPSDAT the USPCON screen 3 to reporting period N. This will allow supplementals to report in reporting period N. DO NOT CHANGE. • Once June is closed, MDECA will change the USPCON flag to K in preparation for October reporting. 14

  15. DEMSCN - LONG TERM ILLNESS Long-term illness is defined as # of continuous days absent, whether paid via sick days OR unpaid OR docked if absent 3 weeks or greater. It is optional to enter long term illness days for 8xx positions. Task Completed • Run CLRATD to zero any long-term illness days from last fiscal year. _______ • Run SICKLONG report to collect absence days entered in _______ the attendance screen. Review LONGSICK.TXT • You can also run ABSRPT the ABS101 report for type AB’s _______ • If AB DO entries were not entered in attendance screen, you will need to enter AD EB entries. AD=adjustment, EB=EMIS absence adj. ______ • In DEMSCN (or BIOSCN) enter the # of long term illness days for FY14. ______ • If absence days do not equal long-term days ,you will receive an ______ error on PERDET. Review and correct data. 15

  16. PERDET REPORT Go to USPS_ANN, USPEMS, PERDET Task Completed • PERDET should be run until no errors exist for period N reporting. _______ • You should run all other reports shown on the checklist prior to running PERDET with Y to EMIS employees only and Y to show records with errors only. _______ • #, ! and ? errors need to be reviewed/corrected in POSSCN/DEMSCN _______ • Absence and attendance days are reported in June. These are calculated through the job calendars and attendance postings _______ • PERDET flags a number of staff errors, but will not locate all validations errorsthat _______ surface when the data is collected. Your EMIS coordinator will inform you if there are others errors once the validation reports are published. Having a clean PERDET does not ensure all errors are remedied. • Please verify with your EMIS coordinator that staff data is free of errors. _______ 16

  17. One more time…USPEMX and USPEMX_EMISR.SEQ (CC/CJ file to ftp) • It is optional to run USPEMX, but as stated earlier this is one way to auto-create Zid’s and to see if you have any CC/CJ records. • If you DO have valid CC/CJ records you will need to run USPEMX as Y to create the tape file. If a USPEMX_EMISR.SEQ file is found and valid, go to USPS_LCL and run YNDUSPSFTP. This program FTP’s USPEMX_EMISR.SEQ to the data collector. Inform your EMIS coordinator a file is awaiting collection. • USPEMX.SEQ is no longer used for EMIS. Instead, anytime the EMIS coordinator does a staff collection the newest staff data is collected in the data collector. If errors are found, make changes in the USPS screens and have the staff file collected again. • Staff can be recollected multiple times until at 100% 17

  18. OVERRIDES • EMIS Coordinator will need to submit an Override to ODE if: • The employee was reported in a prior period with a Zid and a certificate number has now been entered in the State ID field. • The employee terminated in a prior period, but was reported as active. Enter the actual separation reason/date on POSSCN, with the appropriate status of C or U 18

  19. STAY CURRENT • Payroll files need to be kept current, so that when a collection is run, the most current data is extracted from USPS to the data collector. • June cleanup can begin once the October reporting period closed. 14K officially closed on 2/14/14. The June checklist will be sent each year prior to the opening of the June reporting cycle and as soon as all changes for June have been released by ODE. • Notify the EMIS coordinator when running CHKUPD so a collection isn’t started while CHKUPD is running! 19

  20. Need more information? • You can view MDECA.ORG , department, FISCAL to see other documentation: --Which staff do I report to EMIS and when? --To view the most current USPS EMIS Staff Checklists for October and June. • To view ODE’s website for the most current EMIS documentation: -- See link for the most current EMIS Manual. Chapter 3 contains staff record info Current EMIS Manual --See link for the most current EMIS processing schedule with deadline dates. FY14-Processing-Schedule 20

  21. Dates are subject to change • MDECA will notify you of the closing date for June reporting cycle or if extensions occur. • Data will need to stay as it was at the end of the school year in June until June EMIS Period N officially closes. • New employees can be entered before period N closes, but should be set as N to EMIS. 21

  22. MDECA CONTACTS trepal@mdecag.org OR Otoski@mdeca.org for staff questions mason@mdeca.org OR mayer@mdeca.org for student questions Or open a Unicenter helpdesk ticket. Thank you. 22

More Related