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START OF FISCAL YEAR EMIS STAFF CHECKLIST


1.___Update the EMIS configuration fiscal year.
The treasurer will need to send an email to mail_staff_fis@nwoca.org stating who in the district should have privileges to update this information.

  • Go to System/Configuration-EMIS Reporting Configuration.
  • Enter in the new fiscal year.
  • Click .

2. ___Update/add any CC or CJ records.

  • Go to the Core/EMIS Entry option and add or update the respective records.
  • Once all data has been updated, click the Extract CJ Data and/or Extract CC Data to create the extract file.
    • EMIS Entry/EMIS Contract (CJ) tab/Extract CJ Data.
    • EMIS Entry/EMIS Contracted Service (CC) tab/Extract CC Data.
  • Save the CC and/or CJ file to your desktop (or a folder of your choosing).
  • Upload the file(s) to the data collector.

3. ___Clear long term illness data from last fiscal year.

  • Go to Core/Employee.
  • Filter for any long term illness employees on the grid.
    • If the Long Term Illness column is not displayed on the grid, click More. Under Staff Demographics, click the box in front of Long Term Illness. Enter >0.00 in the Long Term Illness filter field.
  • Using the Report option, generate a list of those employees that need to be cleared.
  • Go to Core/Employee.
  • Filter by Last Name to find the first name on the report.
  • Clear the Long Term Illness value.
    • Select the icon.
    • Under the Staff Demographic section, clear the Long Term Illness field.

                                      OR

  • Go to Core/EMIS Entry Screen/EMIS Position tab.
      • If the Long Term Illness column is not displayed on the grid, click More. Under Employee, click the box in front of Long Term Illness. Enter >0.00 in the Long Term Illness filter field.
    • Using the Report option, generate a list of those employees that need to be cleared.
    • Go to Core/Employee.
    • Filter by Last Name to find the first name on the report.
    • Clear the Long Term Illness value.
      • Select the  icon.
      • Under the Staff Demographic section, clear the Long Term Illness field.

4.____Increment years of experience for employees.

  • Go to Core/Employee.
  • From the grid, select the More option.
    • Check the box in front of Number, Last Name, First Name, Authorized Experience, Total Experience, Principal Experience, and Terminated Date.
  • Select the (Advance Query) option. Choose the termination date and Operation=IS_NULL . Click Apply Query.
  • Generate a report from the grid.
    • Click on Report option.
    • Format = Excel-FieldNames.
    • Report name is Employee Report by default. Can be changed if desired.
    • Click Generate Report.
  • Save report to your desktop or a folder of your choosing.
  • Using Excel, update the years of experience values. The Termination date column can be deleted.
  • Save the file in .CSV format.
  • Upload the file.
    • Go to Utilities/Mass Load.
    • Locate the file.
    • Choose Employees as the Importable Entity.
    • Click Load.

         OR

    • Go to Core/EMIS Entry/EMIS Position Entry.
    • From the grid, select the More option.
      • Check the box in front of Number, Last Name, First Name, Authorized Experience, Total Experience, Principal Experience, and Separation Date.
    • Generate a report from the grid.
      • Click on Report option.
      • Format = Excel-FieldNames.
      • Report name is Employee Report by default. Can be changed if desired.
      • Click Generate Report.
    • Save report to your desktop or a folder of your choosing.
    • Using Excel, update the years of experience values. The Separation date column can be deleted.
    • Save the file in .CSV format.
    • Upload the file.
      • Go to Utilities/Mass Load.
      • Locate the file.
      • Choose Employees as the Importable Entity.
      • Click Load.

5.____Set prior fiscal years contracts 'Report to EMIS' to not reportable.

    • Once Final EMIS submission is closed, please contact NWOCA to run a procedure to set prior fiscal years compensation records to false.

6.  Clear any values in EMIS override fields (Position/Contract Amount/Contract Work Days/EMIS Override Hours In the Day).

      • Once Final EMIS submission is closed, please contact NWOCA to run a procedure to clear .
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