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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.

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___ 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. There are three different ways to increment years experience for employees you can pick one or a combination of the options below.

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title	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 - name.lastName, name.firstName, reportToEmis and terminatedDate.
- You will need these columns to load:
  - number
  - customFields.authorizedExperience.value
  - customFields.totalExperience.value
  - customFields.principalExperience.value
- 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

OR

Expand

title	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.
  - If there are other experience areas you would like to update for your district use you may add these to the grid as well.
- 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 and remove any employees that should not be updated.
- Delete the unneeded columns - name.lastName, name.firstName, reportToEmis and terminatedDate.
- You will need these exact column headings to load:
  - number
  - customFields.authorizedExperience.value
  - customFields.totalExperience.value
  - customFields.principalExperience.value
- 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

title	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, Report to EMIS, and Separation Date.
- Use the grid to filter out any employees not reportable to EMIS by entering true in the Report to EMIS field to only create a report for employeesreportable employees reportable to EMIS.
- 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 and remove any employees or duplicates that should not be updated.
- Delete the unneeded columns - name.lastName, name.firstName, reportToEmis and separationDate.
- You will need these columns to load:
  - number
  - customFields.authorizedExperience.value
  - customFields.totalExperience.value
  - customFields.principalExperience.value
- 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.

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Expand

title	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.
- Edit each employee.
- Under the Staff Demographic section, clear the Long Term Illness field.
- Save to update.

OR

Expand

title	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.
- Edit each employee.
- Under the Staff Demographic section, clear the Long Term Illness field.
- Save to update.

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Expand

title	Update EMIS Override Fields on Position per employee

Go to Core/Position.
- From the grid, select the More option.
  - Check the box in front of Number, Pos #, Position Description, Job Status, EMIS Override FTE, EMIS Override Contract Amount, EMIS Override Contract Work Days, EMIS Override Hours in the Day.
- Using the filters you can enter >0 to show amounts greater than zero in each EMIS Override column.
- Use the Edit button to make updates or clear data.
- Save the Position to update.

OR

Expand

title	Mass Load Update EMIS Override Fields on Position

Go to Core/Position.
- From the grid, select the More option.
  - Check the box in front of Number, Pos #, Position Description, Job Status, EMIS Position Reportable, EMIS Override FTE, EMISOverride EMIS Override Contract Amount, EMIS Override Contract Work Days, EMIS Override Hours in the Day.
- Generate a report from the grid.
  - Click on Report option.
  - Format = Excel-FieldNames.
  - Report name is Position 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 spreadsheet to enter a zero to clear the data in the file or update with new amounts.
- Delete the unneeded columns - jobStatus, employee.name.lastName, employee.name.firstName, andcustomFields.reportableToEmis.value.
- You will need these columns to load:
  - employee.number
  - number
  - customFields.fullTimeEquivalence.value
  - customFields.contractAmount.value
  - customFields.contractWorkDays.value
  - customFields.hoursInTheDay.value
- Save the file in .CSV format.
- Upload the file.
Go to Utilities/Mass Load.
- Locate the file.
- Choose Position as the Importable Entity
- Click Load

___ Run Employee and Position Reports EMIS Reports found under the Report menu as many time as needed until they are error free. If you need help with errors please contact NWOCA.
1. Reports/EMIS Reports/Generate Employee Report
2. Reports/EMIS Reports/Generate Position Report
___ Run the EMIS Staff Report to check the information that will be submitted in the Data Collector.
1. To If you do not have the EMIS Staff Report in your Report Manager, download the report definition and add it to your Report Manager follow using the steps below:
  1. From NWOCA's Report Repository, download the EMIS Staff Report report definition. Click here to download.
  2. Go to Reports/Report Manager, select Import Report.
    1. Locate the EMIS Staff Report report definition.
    2. Enter a report name, description, and tag (if desired).
    3. Click Save.
  3. Generate the report in multiple ways until all information that will be reported is accurate.
___ Update/add any CC or CJ records.
1. Go to the Core/EMIS Entry option and add or update the respective records.
2. Once all data has been updated, click the Extract CJ Data and/or Extract CC Data to create the extract file.
  1. EMIS Entry/EMIS Contract (CJ) tab/Extract CJ Data.
  2. EMIS Entry/EMIS Contracted Service (CC) tab/Extract CC Data.
3. Save the CC and/or CJ file to your desktop (or a folder of your choosing).
4. Upload the file(s) to the data collector.
___ Run the collection in Data Collector.
1. Review Level One reports for errors.
  1. EMIS Level 1 Errors Explained
  2. EMIS Field Names and Locations
2. Review other staff reports for accuracy.

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___ Update/add any new CC or CJ records.
1. Go to the Core/EMIS Entry option and add or update the respective records.
2. Once all data has been updated, click the Extract CJ Data and/or Extract CC Data to create the extract file.
  1. EMIS Entry/EMIS Contract (CJ) tab/Extract CJ Data.
  2. EMIS Entry/EMIS Contracted Service (CC) tab/Extract CC Data.
3. Save the CC and/or CJ file to your desktop (or a folder of your choosing).
4. Upload the file(s) to the data collector.
___ Add Long Term Illness Days
1. Long Term Illness Days are Illness days that meet or exceed 15 consecutive days.
2. Add this total to the "Long Term Illness" days field in the Employee screen.
___ Run Employee and Position Reports EMIS Reports found under the Report menu as many times time as needed until they are error free. If you need help with errors please contact NWOCA.
1. Reports/EMIS Reports/Generate Employee Report
2. Reports/EMIS Reports/Generate Position Report
___ Run the EMIS Staff Report to check the information that will be submitted in the Data Collector
1. To If you do not have the EMIS Staff Report in your Report Manager, download the report definition and add it to your Report Manager follow using the steps below:
  1. From NWOCA's Report Repository, download the EMIS Staff Report report definition. Click here to download.
  2. Go to Reports/Report Manager, select Import Report.
    1. Locate the EMIS Staff Report report definition.
    2. Enter a report name, description, and tag (if desired).
    3. Click Save.
  1. Generate the report in multiple ways until all information that will be reported is accurate.
___ Run the collection in Data Collector
1. Review Level One reports for errors.
  1. EMIS Level 1 Errors Explained
  2. EMIS Field Names and Locations
2. Review other staff reports for accuracy.

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Version	Old Version 69	New Version Current
Changes made by	Stephanie Schmucker	Stephanie Schmucker
Saved on	Sep 25, 2024	Sep 25, 2024

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