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titlePlease 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 Position record for 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. 

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  •  

     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.
    • For every Position you want to report you must have a corresponding Compensation record.
    • 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).

        Note
        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.

    • Expand
      titleUsing 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.



    • Expand
      titleCore/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


    • Expand
      titleCore/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.



    • Expand
      titleCore/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


    • Expand
      titleCore/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 Staff Report to check the information that will be submitted in the Data Collector.
    • To download the report definition and add it to your Report Manager follow the steps below:
      • From NWOCA's Report Repository, download the EMIS Staff Report report definition.  Click here to download.  
      • Go to Reports/Report Manager, select Import Report.
        • Locate the EMIS Staff Report 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 collection in Data Collector. 
    • Review Level One reports for errors.
    • Review other staff reports for accuracy.

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  •  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).

        Note
        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 Staff Report to check the information that will be submitted in the Data Collector.
    • To download the report definition and add it to your Report Manager follow the steps below:
      • From NWOCA's Report Repository, download the EMIS Staff Report report definition.  Click here to download.  
      • Go to Reports/Report Manager, select Import Report.
        • Locate the EMIS Staff Report 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.

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