[DistrictEmisCoordinators] Staff missing report

Mon Oct 28 08:37:35 EDT 2024

Morning,
Resending with an important update highlighted below.  Thanks Marcia for catching this.

K

Good morning,
I wanted to put something together to explain how the Staff Missing report works.

There are 2 options that you will see when you look at a staff missing report.

Fatal or DEP Error-CI-This will always indicate CI but it is not necessarily where the error is.  You will always go to your Level 1 validations.  It will tell you where the fatal error is.  It could be CK or CI

Missing Data-  This is the one that  confuses everyone.  What is missing?  The answer is- everything.  DEW saw that you previously reported that staff member as employed.  They are no longer seeing that staff member in you CK file.

This is typically due to:
                One or more of the report to EMIS boxes are not checked.  This happens a lot at the beginning of the year due to separations over the summer and during the last year end.
DEW needs to see a separation data and reason for every staff member that leaves the district (exception- Supplemental positions.  Unchecking the EMIS box on coaches will not cause a missing record.  Fatal errors on coaching records can cause a staff member's other positions to fatal out.

                The compensation has been archived.

Staff member is now being reported with a credential ID when they previously had a ZID.- Check the CK file in the Data Collector for the staff member's name, not the ID.  If you find the staff member in the file with a different ID other than the one on the missing report, put a ticket in to HelpEMIS at mveca.org<mailto:HelpEMIS at mveca.org> with the staff name, Zid and Credential ID.  It will be sent to DEW to make the connection.  Once the connection is made, the missing record will come off the missing report the next time you run the collection.  If you have a new staff member this year- has not worked in previous year and a Zid gets created for them and you need to change it to a credential ID you can do so without having them show as missing.  There is no need to put a ticket in for that.

Another important reason is that the FY for EMIS Reporting has not been updated in Redesign to reflect the new year.  Once all EMIS reporting is completed for the current school year.  L2 has closed in August and you are not doing an appeal the FY needs to be updated so it will pull in new information on current staff members and all of your new employees .

There is a workaround for getting missing staff member off the missing list.  If they have been unchecked to report to EMIS and the Payroll staff do not want to have to remember to recheck the boxes then uncheck again at the end of the year, the EMIC Coordinator can go to the FFE-Flat File Editor and create CP or CL record for the staff member.  That file is exported out of the FFE and then loaded into the Data Collector and kept in Data Sources all year.  It will serve as a record that will report the separation of the staff member and nothing has to be updated on the Payroll Side.  This is my preferred way to handle missing staff that previously separated but had not been reported with a separation date and reason previously.
If you put in a CP record from the FFE, it will validate the separation date based on the DISTRICTS last day of school in the previous year.  Make sure that you put in the last day of school as the separation date not the last date that they are paid.
If it is after your last day of school from the previous year you will create a CL record in the FFE.

Hope this helps clear us the confusion on the missing report.

K

Karen Wilson MCEP
EMIS Support Specialist
Miami Valley Educational Computer Association
888 Dayton Street, Suite 102
Yellow Springs, OH 45387
937-767-1468 ext 3115
Fax 937-767-1793
[cid:image002.jpg at 01DB2914.A3004430]

From: Karen Wilson
Sent: Monday, October 28, 2024 8:27 AM
To: DistrictEmisCoordinators <DistrictEmisCoordinators at mveca.org>
Cc: Fiscal <Fiscal at mveca.org>; Karen Wilson <wilson at mveca.org>; Angela Luttrell <luttrell at mveca.org>
Subject: Staff missing report

Good morning,
I wanted to put something together to explain how the Staff Missing report works.

There are 2 options that you will see when you look at a staff missing report.

Fatal or DEP Error-CI-This will always indicate CI but it is not necessarily where the error is.  You will always go to your Level 1 validations.  It will tell you where the fatal error is.  It could be CK or CI

Missing Data-  This is the one that  confuses everyone.  What is missing?  The answer is- everything.  DEW saw that you previously reported that staff member as employed.  They are no longer seeing that staff member in you CK file.

This is typically due to:
                One or more of the report to EMIS boxes are not checked.  This happens a lot at the beginning of the year due to separations over the summer and during the last year end.
DEW needs to see a separation data and reason for every staff member that leaves the district (exception- Supplemental positions.  Unchecking the EMIS box on coaches will not cause a missing record.  Fatal errors on coaching records can cause a staff member's other positions to fatal out.

                The compensation has been archived.

Staff member is now being reported with a credential ID when they previously had a ZID.- Check the CK file in the Data Collector for the staff member's name, not the ID.  If you find the staff member in the file with a different ID other than the one on the missing report, put a ticket in to HelpEMIS at mveca.org<mailto:HelpEMIS at mveca.org> with the staff name, Zid and Credential ID.  It will be sent to DEW to make the connection.  Once the connection is made, the missing record will come off the missing report the next time you run the collection.  If you have a new staff member this year- has not worked in previous year and a Zid gets created for them and you need to change it to a credential ID you can do so without having them show as missing.  There is no need to put a ticket in for that.

There is a workaround for getting missing staff member off the missing list.  If they have been unchecked to report to EMIS and the Payroll staff do not want to have to remember to recheck the boxes then uncheck again at the end of the year, the EMIC Coordinator can go to the FFE-Flat File Editor and create CP or CL record for the staff member.  That file is exported out of the FFE and then loaded into the Data Collector and kept in Data Sources all year.  It will serve as a record that will report the separation of the staff member and nothing has to be updated on the Payroll Side.  This is my preferred way to handle missing staff that previously separated but had not been reported with a separation date and reason previously.
If you put in a CP record from the FFE, it will validate the separation date based on the DISTRICTS last day of school in the previous year.  Make sure that you put in the last day of school as the separation date not the last date that they are paid.
If it is after your last day of school from the previous year you will create a CL record in the FFE.

Hope this helps clear us the confusion on the missing report.

K

Karen Wilson MCEP
EMIS Support Specialist
Miami Valley Educational Computer Association
888 Dayton Street, Suite 102
Yellow Springs, OH 45387
937-767-1468 ext 3115
Fax 937-767-1793
[cid:image004.jpg at 01DB2914.A2B97730]

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