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.

Initial Staff and Course Collection (L)

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

  • Go to System/Configuration/EMIS Reporting Configuration.  Update the fiscal year.
• 2. 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.
• 3. 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 if the employee had attendance days in the fiscal year. 
    • The Position Status would be changed to "U"-No longer employed by district in this position, if they did not have attendance during the fiscal year.
  • Employees need to be reported once with a Separation Reason and Separation Date for one fiscal year, then before the next reporting period you will uncheck the "EMIS Reportable" boxes for these specific Positions, Compensations and/or Employees to no longer report their information.
• 4. Mark any new employees to report to EMIS for the new fiscal year.  EMIS Field Names and Locations
  • Check the 'EMIS Reportable' checkbox on their Employee, Position, and Compensation records.  This may include multiple Positions/Compensations.
  • For every Position reported a corresponding Compensation record must be reported to make the data complete.
  • 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.
• 5. Update Degree Type and Semester Hours on the Employee screen for any current employees with changes for this fiscal year.
• 6. 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 - 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

  •  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

  •  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 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.
• 7. 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.
• 8. 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.
      • Select the icon on each employee.
      • Under the Staff Demographic section, clear the Long Term Illness field.     
      • Save to update.

    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.
      • Select the  icon on each employee.
      • Under the Staff Demographic section, clear the Long Term Illness field.
      • Save to update.

• 9. 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.

  •  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

  •  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, 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, and customFields.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.
• 10. Run Employee and Position Reports as many times as needed until they are error free.  If you need help with errors please contact NWOCA.
  • Reports/EMIS Reports/Generate Employee Report
  • Reports/EMIS Reports/Generate Position Report
• 11. 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.
• 12. Run the collection in Data Collector. 
  • Review Level One reports for errors. 
    • EMIS Level 1 Errors Explained
    • EMIS Field Names and Locations
  • 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.  

• 13. 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.
• 14. 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.
• 15. 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.
• 16. Run Employee and Position Reports as many times as needed until they are error free.  If you need help with errors please contact NWOCA.
  • Reports/EMIS Reports/Generate Employee Report
  • Reports/EMIS Reports/Generate Position Report
• 17. 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.

• 18. Run the collection in Data Collector. 
  • Review Level One reports for errors.
    • EMIS Level 1 Errors Explained
    • EMIS Field Names and Locations
  • Review other staff reports for accuracy.