Financial (Period H) Submission Checklist

EMIS-R Financial Reporting Checklist

An authorized person in the district (EMIS Coordinator, Treasurer, etc.) will need to upload the flat files before running the data collection process and submitting the data to Ohio Department of Education & Workforce.

May 21, 2020 EMIS Release, the removal of capital asset reporting.  Capital assets are no longer needed and will no longer be collected during Period H reporting.

January 19, 2024 EMIS Release, the removal of Federal Assistance Detail and Summary reporting. The EMIS Extract no longer contains federal assistance summary and detail data and therefore it will no longer be collected during Period H reporting.

Data Source: Some of the data for financial reporting will be pulled directly from your live USAS data, while other portions will be pulled from what EMIS-R calls "flat files". The financial "flat files" include USAEMS_YYYY.SEQ which contains the data in a predefined format. The following lists the data types reported for financial reporting, and where the data will come from for EMIS-R:


Cash, Expenditure, Revenue accounts:          USAS files(red star)
Operational Units:                                         USAS files(red star)
Cash Reconciliation:                                      Flat file (from Extracts/EMIS) (data is populated via Periodic/Cash Reconciliation)
Civil Proceedings:                                          Flat file (from Extracts/EMIS) (data is populated via Periodic/Civil Proceedings)
District/Building profile:                                Flat file (from Extracts/EMIS) (data is populated via Periodic/Building Profiles and Core/Organization)


(red star) Account data and OPU data being pulled directly from the USAS files will be pulled based on the year defined in System/Configuration/EMIS SOAP Service Configuration.

Uploading a Flat File in EMIS-R Data Collector:

  • The USAS-R FYE closing checklist has you extract the EMIS information (USAEMS_FYYY.SEQ) from USAS-R. You can forward that file in an email to the district person responsible for uploading the file into EMIS-R.

    If you are responsible, save the generated file somewhere on your computer
  • Access and log into the EMIS-R data collector website.  If you are unsure or do not have an account, please contact our Student Services/EMIS department, student_support@nwoca.org, for further information. 
  • Once you are logged in, click on the Data Sources Tab at the top right-hand side of the screen.
  • Click on "Other Data Sources"

  • Locate the Data Source for the Financial period (may be named "Financial") and click on "Manage"  The flat files from last year may be retained in the financial data source record.  Please delete them before uploading your flat files for FY21.


 

  •  Click "Upload File" to select the financial flat file currently stored on your computer (i.e. USAEMS_EMISR.SEQ)

  • Browse to the file on your computer you want to upload into EMIS-R and click Open. Then click on "Upload". You can only upload one file at a time.  Please repeat the upload procedure to upload multiple files.  
The financial files you will be uploading for period H include USAEMS_FYYY.SEQ

This completes the uploading of a file into EMIS-R.

Collecting Financial Data in the EMIS-R Data Collector:

  • Click on the "Collection Requests" tab in the data collector and locate the Financial (period H) manifest. Use the 'Collection Request' drop down to filter on just Period H. Click on "Start Collection".



  • Make sure both SIF Zone and correct data source (Financial) are checked. Then click on "Start Data Collection for all items checked below". 

    Remember your SIF Zone contains your cash, expenditure, revenue and operational unit data. The Financial data source contains the data from USAEMS_FYYY.SEQ.

  • Click the "Collection Status" tab to check the status of your current collection

 

  • Once the collection is 'complete', click on the "Collection Request Tab" and then click on "Prepare" (under the Financial manifest) to prepare the collection for review.

 

  • The system will display a “preparation status page” while it processes.  Once complete, click on “OK”.  If the collected data encountered errors/warnings, a message will display with a direct link to the  Level 1 Validation Report.. If the errors warrant changes to be made in the source system, you will need to start the process over with uploading the corrected file and then re-collecting the data.

  • Click on the "Collection Request" tab and then click on 'Preview' to view the data collected.

  • Checkmark the Detail, a File Format of "CSV" and an 'Include in CSV Files' option.  Click on 'Generate Preview'.

  • It will display a list of the records included in the collection.  Scan the valid column to ensure all the correct data types are being reported for your district. Scan the "invalid" column for any records with invalid data. If you double-click on a record type listed, it will display the details of the record via EXCEL
When viewing a record type via EXCEL, a column labeled "Record is Valid" indicates whether or not the record will be included in the submission.

Submitting the Financial Data to Ohio Department of Education & Workforce

  • Once you determine the data is ready to be submitted to Ohio Department of Education & Workforce click on the "Collection Requests" tab and then click on "Certify and Submit".

  • Checkmark the "I certify this collection" box. Add any comments if desired.
  • Click on "Certify & Submit" at the bottom left-hand side of the screen. The data will then be submitted to Ohio Department of Education & Workforce.
  •  To review the status of your submission, click on the "Submission" tab. Click on the arrow to the left of the Financial reporting period to display the current status of the submissions you processed.
  • A 'Preparing Submission' status indicates the data collector is preparing to submit the data to Ohio Department of Education & Workforce.
  • A 'Transmission Completed' status indicates the submission has been received but has not yet been processed by Ohio Department of Education & Workforce.

Post Submission Status

  • The 'Submission Status' can be viewed at any time under the "Collection Requests" tab to show what has happened to the submission at the state level after Ohio Department of Education & Workforce's report collector has received it. Here is a list of possible Submission Status':
    • Not Startedthis status appears between when the Data Collector submits a submission and when the Report Collector receives it.
    • Receivedthis status confirms that the Report Collector received the submission.
    • Report processing failedthis status indicates that the Report Collector encountered errors, and not all the data in the submission was able to reach its final destination.
    • Pending Acceptancethis status indicates that the submitted data is about to undergo Level 2 validation. It means that all of the data in the submission successfully reached its final destination.
    • Processed with Errors—this status indicates that a Level 2 validation was run, and some Level 2 validation errors were found. Please review the report for any possible FATAL errors.
    • Processed Successfully—this status indicates that a Level 2 validation was run, and no Level 2 validation errors were found
  • Once the submission has been 'processed successfully', click on the "View Submission Results" link under the Collection Requests tab to view detailed information about the report processing, including the final status for each of your submissions.

Be sure to check any and all reports that are returned from Ohio Department of Education & Workforce in regards to Period H submissions. They will be available on a "Level 2 Validation' link on the Financial Manifest. You can also access the 'Reports' tab in the data collector, click on "Level 2 Reports' link, filter for FY20-H-Financial and click on 'show reports' to generate and review the reports from Ohio Department of Education & Workforce. There is a guide under Ohio Department of Education & Workforce’s EMIS Validation and Report Explanations page  called “Expenditure Detail Report (EXPD-001)” that explains the below reports in more detail.