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This checklist is set up to help you navigate through an entire year of EMIS Staff and Course reporting.  Please see the sections below for the appropriate times to consult the checklist.

Please Note:

  • There are three Report to EMIS flags that determine how information is being reported.
    • Employee - Report to EMIS field.
    • Position - Reportable to EMIS
    • Compensation - EMIS Compensation
  • Any information entered in the EMIS Override Contract Amount, EMIS Override Contract Work Days, EMIS Override Hours in a Day, and EMIS Override FTE will be reported and not what is on the Employee and Compensation records.
  • By default, archived records are not included in your EMIS submission.
  • There is not a PERDET report or USPSEMX option in the Redesign. Once the collection is processed, reference the Level One reports for any errors that may have occurred. 

Initial Staff and Course Collection (L)

  •  Once you are ready to begin submitting for the new fiscal year, update the EMIS reporting year.

    • Go to System/Configuration/EMIS Reporting Configuration.  Update the fiscal year.
  •  Uncheck the 'EMIS reportable' boxes on the Employee, Position, and Compensation screens to not report employees that have been reported as "no longer employed" for one reporting period.
  • Update employees that are no longer employed in the district or in specific positions.
    • Change Separation Reason and Separation Date on the Position screen. The Position Status will remain "C" Continuing.
    • Employees need to be reported once with a Separation Reason and date, then before the next reporting period you will uncheck the "EMIS reportable" boxes for these specific compensations and/or employees to no longer report their information.
  • Mark any new employees to report to EMIS for the new fiscal year.
    • Check the 'EMIS Reportable' checkbox on their Employee, Position, and Compensation records.  This may include multiple Positions/Compensations.
    • Make sure Credential IDs are entered on the Employee screen in "Credential ID" field.
    • Update Education Level and Semester Hours (if applicable) on the Employee screen.
    • Enter any prior years of experience in the appropriate Experience fields on the Employee record.
    • Other areas to update may include:
      • Position Code in Position screen.
      • Assignment Area, Funding Source Code 1, and Percent in Position screen.
      • FTE on Position screen (or may use EMIS Override FTE on Position screen if needed).

        Use ODE EMIS Manual as a resource for coding and descriptions of codes.
  •  Update Degree Type and Semester Hours on the Employee screen for any current employees with changes for this fiscal year.
  • Increment years of experience for employees.
    •  Using Mass Load
      • From NWOCA's Report Repository, download the EMIS Years of Experience report definition.  Click here to download.  
      • Go to Reports/Report Manager, select Import Report.
        • Locate the EMIS Years of Experience report definition.
        • Enter a report name, description, and tag (if desired).
        • Click Save.
      • Generate the report.
      • Open the Excel spreadsheet and update the total experience, authorized experience, and principal experience columns.
      • Delete the unneeded columns - last name, first name, and terminated date.
      • Save the updated file in .CSV format.
      • Go to Utilities/Mass Load.
        • Select Choose File.  Browse to select the updated .CSV file.
        • Importable Entities = Employee
        • Click Load.
    •  Core/Employee
      • 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, Report to EMIS, and Terminated Date.
        • Select the (Advance Query) option. Choose the termination date and Operation=IS_NULL . Click Apply Query.
        • Filter the grid selecting Report to EMIS = true
        • 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 Employee as the Importable Entity.
        • Click Load.

      OR

    •  Core/EMIS Entry/EMIS Position Entry
      • 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 Employee as the Importable Entity.
        • Click Load.
  • 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.
  • Clear long term illness data from last fiscal year.
    •  Core/Employee
      • 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

    •  Core/EMIS Entry Screen/EMIS Position tab.
      • 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.
  • Clear or update any values in EMIS Override fields on Position screen - EMIS Override Contract Amount, EMIS Override Contract Work Days, EMIS Override Hours In the Day, EMIS Override FTE.

  • Run the EMIS List FY 21 report to check the information that will be submitted in the Data Collector.
    • To download the report:
      • From NWOCA's Report Repository, download the EMIS List FY21 report definition.  Click here to download.  
      • Go to Reports/Report Manager, select Import Report.
        • Locate the EMIS List FY21  report definition.
        • Enter a report name, description, and tag (if desired).
        • Click Save.
      • Generate the report in multiple ways until all information that will be reported is accurate.
  • Run the EMIS List FY 21 report to check the information that will be submitted in the Data Collector.
  • Run the collection in Data Collector. 
    • Review Level One reports for errors.
    • Review other staff reports for accuracy.

Final Staff and Course Collection (L)

The one element of reporting that is added for the Final Staff collection in the spring is the Long Term Illness Days.  

  • Make sure any new hires since the initial reporting period have been marked to be report to EMIS.
    • Check the 'EMIS Reportable' checkbox on their Employee, Position, and Compensation records.  This may include multiple Positions/Compensations.
    • Make sure Credential IDs are entered on the Employee screen in "Credential ID" field.
    • Update Education Level and Semester Hours (if applicable) on the Employee screen.
    • Enter any prior years of experience in the appropriate Experience fields on the Employee record.
    • Other areas to update may include:
      • Position Code in Position screen.
      • Assignment Area, Funding Source Code 1, and Percent in Position screen.
      • FTE on Position screen (or may use EMIS Override FTE on Position screen if needed).

        Use ODE EMIS Manual as a resource for coding and descriptions of codes.
  •  Update/add any new 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.
  • Add Long Term Illness Days
    • Long Term Illness Days are Illness days that meet or exceed 15 consecutive days.
    • Add this total to the "Long Term Illness" days field in the Employee screen.
  • Run the EMIS List FY 21 report to check the information that will be submitted in the Data Collector.
  • Run the collection in Data Collector. 
    • Review Level One reports for errors.
    • Review other staff reports for accuracy.


BEFORE FIRST SUBMISSION OF NEXT FISCAL YEAR

Once Final EMIS submission is closed, please contact NWOCA to run a procedure to assist you in mass archiving prior compensations.


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