EMIS-R Level 1 & 2 Reports Teresa Williams NWOCA/SSDT NWOCA Conference Fall 2012

Level 1 Checks The Level 1 checks are equivalent to the aggregation checks plus additional – ODE added checks the aggs could not complete i.e. – missing staff – Makes the data more clean before submission All parts of the error messages are meaningful All parts provide clues as to where the problem might originate 2

Level 1 Checks – Checks within your district data only – Checks are on individual record types – Checks are between multiple record types within your data – Checks are against previously submitted data ODE sends data to the ITC Data Collector for your validations 3

Level 1 Errors Understanding the codes CI.0015 CK.0001 MR.2002 Etc. 4

Level 1 Errors CK.0001MR.2002 The first 2 characters always represent the record type causing the error When the first 2 characters are MR – this means the error is between multiple record types 5

Level 1 Errors YY.XXXX The values here may represent the problem. Think of them as a counter 6

Level 1 Errors Single Record Type.0001 – Options file validation failed Look in source system of record type noted with error EMIS Guide.0002 – Not real dates For example - Feb 30 th Verify dates in your source system.0003 – Incorrect date level YY/MM YYYY/MM/DD Verify dates in your source system 7

Level 1 Errors Single Record Type.0004 – Dates are not in a valid range for element Enter valid dates in source system.0007 – Element is required for reporting period and is found to be blank Complete required element 8

Level 1 Errors Single Record Type.1XXX – Check is between multiple elements on same record type For example – 2 CK records for same staff Review error message for details Update data in source system Other errors are incremental 9

Level 1 Errors Multiple Records Types Identified as checks that are completed within the district yet between records in only that district – Can be between any record types – Same type of checks the legacy aggregations used These checks are much more extensive in EMIS-R – Makes the data more complete and more clean – Primary record often drives what error is created when more than 1 could be the cause 10

Level 1 Errors Multiple Record Types MR.XXXX – >.1999 Student level errors Go to source SIS for resolution – >.3999 Staff level errors Go to Staff source system for resolution 11

Level 1 Errors Multiple Record Types MR.XXXX (continued) – >.5999 Course record errors Could be staff or student related Go to SIS or Staff source system – >.7999 Any combination of above Check all records involved and those listed in the report – >.9999 Missing data check – any type 12

Level 1 Detail Levels of errors – Fatal Most often fatals the entire student or staff – Warning Records are submitted but data may need an update 3 rd Column is the actual error message CI.0016 Warning Staff member over 70 years old 13

Level 1 Detail 4 th Column is the detail – Tells us the potential element with the error and what the value in question is CI070 – Check EMIS Guide if you aren’t sure what this element is or what the reporting rules are » Elements listed are often the ones involved in the data check – Value EMIS-R is trying to process CI.0016 Warning Staff member over 70 years old (CI070) Invalid value “ ” in the field ‘Date of Birth” 14

Level 1 Detail 5 th (last) Column – Details about the record Includes data that may not be in error Included for your reference and as assistance in determining the error Look carefully at this detail CI.0016 Warning Staff member over 70 years old (CI070) Invalid value “ ” in the field ‘Date of Birth” ‘ ’=Emplo yee ID, ‘EmployeeB, Great’= Employee Name, ‘ZW ’ = State Staff ID 15

Level 1 Error Examples CK.0019 Fatal Grade Level Assigned-Low must be completed for this position code Check Position Code (CK060) and Grade Levels Assigned Low (CK260) values(CK260) Invalid value '**' in the field 'Grade Level Assigned Low' ' ' = Employee ID, 'Smith, Wendy A.' = Employee Name, 'BG ' = State Staff ID, '108' = Position Code, '01 ' = Local Contract Code 16

Level 2 Checks The Level 2 checks are equivalent to the post processing that would occur in the legacy EMIS system – In some cases more extensive All parts of the error messages are meaningful All parts provide clues as to where the problem might originate 17

Level 2 Checks Checks between the data of 2 or more districts – Can be any district type – A Level 2 can be generated even if you do not submit If other district(s) submits and creates a conflict with your district; Level 2 is generated Districts involved are reporting the same ID for a staff member 18

Level 2 Errors Understanding the codes – Use ODE Level 2 report explanation documents as source of information Separate reports on ODE for each category of errors – Posted on ODE web site 19

Level 2 Errors Grouped by category – Each category represents a related set of checks – Category 1 Data issues have invalid or incorrect relationships between districts student data – Category 2 Related to contracting staff situations – Category 3 FTE and headcount related checks for FS records reported 20

Level 2 Errors Districts involved must work together to resolve the errors – Errors will show on the Level 2 report of districts involved Evaluate the other reporting IRN using OEDS Contact that district – The category will be the same, the sub code will be different when the same staff generates an error for multiple districts 21

Level 2 Errors 2.4A2.4A The first characters represent the category of the error These values are the sub codes 22

Level 2 Errors Error severity will change depending on the reporting period – Fatal Record does not get included – Critical Records gets included, data must be corrected – Warning Records gets included, data should be corrected – Informational Records get included, data should be reviewed, may be critical error for next reporting period 23

Level 2 Errors Category 2 Category 2 – Some records get excluded No date based evaluation of data – Contracted staff errors – Multiple checks between Contractor District and Contracting District Right combinations of CK and CJ Right position codes for teachers Correct Staff Course (CU) records reported Correct Program Code (CQ) records reported 24

Level 2 Errors Category 2 Examples A Warning Contracting district reporting staff demo record (CI). Your LEA submitted a Contractor Staff Employment record (CJ) and the contracting LEA submitted a Staff Demographic record (CI) for this staff member. 'OH ' = Staff ID, 'Kathy, Kane D.' = Name, '122222' = Contracting District IRN, '043231' = Reporting District IRN 2.3A Fatal Contract Teacher has no CRSE/Prog in Contracting District. Your LEA submitted a Contractor Staff Employment Record (CJ) for this staff member with a Position Code of 230. No matching Course or Program records have been submitted by the contracting LEA. 'BG ' = Staff ID, 'Doe, Mary K.' = Name, '123411' = Contracting District IRN, '022456' = Reporting District IRN

Level 2 errors Category 2 Examples A Critical Provider IRN on course or program did not submit CJ for staff. Your LEA submitted a Course Master or Program record containing this staff member's ID but Contractor LEA did not submit the Contractor Staff Employment (CJ) record. 'OH ' = Staff ID, 'Jones, Will A.' = Name, '124297' = Contracting District IRN, '222222' = Reporting District IRN

Level 2 Errors Category 3 – Some records get excluded – FTE/Headcount related checks – Multiple checks to insure the student is enrolled at only one district at a time 27

Questions 28