EMIS - An Overview

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The Education Management Information System (EMIS) consists of screen formatted and report generating programs similar to other packages supported by the State Software Development Team (SSDT). Users familiar with the other packages will quickly become familiar with the EMIS package. However, for new and experienced users alike it is important to remember that all of the programs have on-line help available. This manual serves as a complete guide identifying all areas of the system.

What is EMIS?

With the passage of Senate Bill 140 in the summer of 1989, the legislature made it possible for school district information to be organized into one consistent, and coherent system. This system became known as the Education Management Information System (EMIS) which requires detailed information on students, staff, programs, services, and costs.

The overall purpose of the EMIS is to provide better accountability for tax dollars, better policy understanding of school programs and accomplishments, and to help improve the local education system. The EMIS will be able to support and improve education by providing the information on the needs of the school districts and about student performance and participation.

EMIS Goals

The goals for EMIS are:

  1. To collect detailed information on students, student grades, test results, courses, certificated and classified personnel, and district finances. This information is to be gathered in the form of sequential files mandated by ODE. The data collected must have, at a minimum, sufficient informational content to allow compliance with Senate Bill 140 (SB 140).
  2. To reformat the detailed information at the DAS. Each DAS is to store the reformatted information so that:
    • There will be no relevant loss of information due to reformatting.
    • Multi-user online correction and updating can be performed on DAS minicomputers.

Information Collected for EMIS

The Ohio Department of Education (ODE) has mandated the following information for student, staff, and costs to be gathered:

Student Information

  1. Student Demographics and Attendance
  2. Student Subject
  3. Student Program
  4. Student Performance
  5. Student Summer School

Staff Information

  1. Staff Demographics
  2. Staff Employment
  3. Staff Classroom
  4. Vocational Ed Course

Financial Information

  1. Budgets
  2. Cash Balances
  3. Expenditures
  4. Receipts
  5. Cash and Fund Balance Reconciliation
  6. Schedule of Indebtedness - Bonds
  7. Schedule of Indebtedness - Short Term Notes
  8. Schedule of Indebtedness - Long Term Notes
  9. Schedule of Debt Service Requirements to Maturity
  10. Memorandum Data - Tax valuation, Receipts, Rates
  11. Civil Proceedings
  12. Miscellaneous Information for the Combined Financial report for Board of Education
  13. OPU Descriptions
  14. Building Profile Information

General Information

  1. Miscellaneous General Information

The above data will have validation tests made to ensure the information is correct. If incorrect information is found you will then have the opportunity to correct it. When you believe the data is valid, the data will need to be aggregated. The DAS will need to be notified when the aggregated data is ready for submission to ODE.

Following



EMIS Sort Types


Data
Type

File
Description

Reporting
Periods

Menu/Option
Program


Filename

Staff Data
CI Staff Demographics K,C,N EMSSCN/EMSFDM EMSDEM.IDX
CK Staff Employment K,C,N EMSSCN/EMSFEM EMSEMP.IDX
CJ Contracted Staff K,C,N EMSSCN or EMSTCN/EMSMCJ EMSFCJ.IDX
CC Contract Only Staff K,N EMSSCN/EMSMCC EMSFCC.IDX
CN Course Master K,C,N EMSSCN or EMSTCN/EMSFCL EMSCLS.IDX
CV CTAE Correlated Classes K,C,N EMSSCN or EMSTCN/EMSVEP EMSVED.IDX
District Data
DQ District Fall K EMSGCN/EMSGEN EMSDGF.IDX
DF Building Fall K EMSGCN/EMSMDF EMSFDF.IDX
DR District Yearend N EMSGCN/EMSMDR EMSDYE.IDX
DT District Testing N EMSGCN/EMSMDT EMSFDT.IDX
DB Building Yearend N EMSGCN/EMSMBP EMSDBP.IDX
DH Building February C EMSGCN/EMSMDH EMSFDH.IDX
Student Data
GI Student Demographic K,M,C,N EMSTCN/EMSUDM EMSSTU.IDX
GK Student Attendance K,M,C,N EMSTCN/EMSUDM EMSSTU.IDX
GN Student Course K,C,N EMSTCN/EMSSUB EMSCLA.IDX
GQ Student Program K,M,C,N EMSTCN/EMSPGM EMSPRG.IDX
GP Student Proficiency Only N EMSTCN/EMSSPO EMSSGP.IDX
GT Student Proficiency N EMSTCN/EMSSPT EMSSPF.IDX
GY Student CTAE Test N EMSTCN/EMSMGY EMSFGY.IDX
GA Student Achievement N EMSTCN/EMSMGA EMSSAC.IDX
GX Student Ohio Graduation Test N EMSTCN/EMSMGX EMSFGX.IDX
GD Student Discipline N EMSTCN/EMSDIS EMSDSP.IDX
GV CTAE Student Employment D EMSTCN/EMSMSE or EMSMSM EMSVSE.IDX
GG Student Gifted N EMSTCN/EMSGIF EMSSGG.IDX
GB Preschool Assessment K,N EMSTCN/EMSMGB EMSFGB.IDX
GO KRA-L Assessment K,N EMSTCN/EMSMGO EMSFGO.IDX
GF OTELA Assessment N EMSTCN/EMSMGF EMSFGF.IDX
GE Special Education K,N EMSTCN/EMSMGE EMSFGE.IDX
GS Preschool ASQ/SE K.N EMSTCN/EMSMGS EMSFGS.IDX
Financial Data
QC Detailed Cash, Receipts, Expenditures H EMSFCN/EMSCSH, EMSRCT, EMSEXP EMSACT.IDX
QC Misc. Schedules H EMSFCN/EMSCVD,EMSCVH,EMSDSR,EMSEX1,
EMSFAD,EMSFAD,EMSFAS,EMSFSK, EMSSTS,EMSTAX
EMSAUD.IDX
QC Operational Units H EMSFCN/EMSOPM EMSOPU.IDX
QF Five Year Forecast P EMSFCN/EMSFF EMSFFC.IDX
QN Forecast Note P EMSFCN/EMSFN EMSFFN.IDX


RP
Due
Date
Sort Types
To Report

Description
Snapshot
Date
A All
C February 15th CI,CK,CN,CV,CJ,DH
GI,GK,GN,GQ
2nd Funding reporting period February Count week
D March 15th GV CTAE Student Employment 6 TO 8 months post graduation
H July 30th QC SM2/Detail records 4th Quarter
K October 15th CI,CK,CN,CV,CJ,DQ,DF,
GI,GK,GN,GQ,GP,GB,GO,GS,GE
Funding reporting period First full week of October
M December 20th GI,GK,GQ,GH December Child Count data December 1st
N June 30th CI,CK,CN,CV,CJ,DB,DR,
GI,GK,GN,GQ,GP,GT,GG,GD,GA,GH,GX,GY
GB,GO,GF,GS,GE
Yearend reporting End of School Year
P October 30th QF,QN Five Year Forecast After Appropriations

See Appendix I – Reporting Dates by Elements for complete detail

http://www.ode.state.oh.us/emis/

State Assigned Staff Identification Numbers

Ohio Department of Education assigns a unique identifier for every person in Ohio who holds a valid certificate or license. A cross reference file containing SSN's and state identifier numbers is provided by ODE. Using this file, the EMIS system translates SSN's from the district EMIS database into the state assigned identification numbers during reporting to ODE. All certificated staff are reported to EMIS using the assigned state identification numbers.

For staff members who do not have a state identification number (i.e, classified staff), the EMIS system automatically creates and assigns a local staff identifier which is unique within the district. This local identifier is assigned as follows. The first character is always the letter Z, the next three characters are the district prefix and the last five characters are a sequential number. The prefix is the same prefix assigned to each district for use in creating student identification numbers. (See Appendix H of the EMIS Guide.) As the EMIS system assigns these identification numbers to classified staff, it records the number in the EMIS database. Future submissions from the same database report the same local identification codes for staff members.

In summary, for all district staff, either a state or local identification number will be submitted to ODE. No social security numbers will be reported. The translation of social security numbers to identification numbers occurs automatically in EMSRDET and EMSAGG. No intervention is required by either DDAS staff or school district staff. No third-party or other source system is affected by this identification process. School districts must continue to report SSN's in their submissions to the DDAS for all staff record types.

Getting Started with EMIS

In order to collect and report information in a form acceptable by the Ohio Department of Education, the users of the EMIS will need to perform a cycle of data extraction, validation, correction, and aggregation. The following gives a general overview of the steps required in completing the cycle. The EMIS programs will not be discussed in detail here. For a complete description of the individual programs, please refer to the Reference Section of this manual.

The first step in the EMIS cycle is the extraction of the EMIS required data from other software packages. Programs exist to extract data from the State Software packages i.e., Uniform School Payroll System (USPS) and Uniform School Accounting System (USAS). There are also extraction programs for various third party student services packages. When these programs are run, they pass through the existing data files and extract from them information required for the operation of EMIS.

Data extracted from the existing files in the previous step must then be loaded into the EMIS files. The EMIS package contains a suite of programs that load the extracted data into files where it will be accessible by all other EMIS programs.

Before the EMIS information can be reported to ODE, it must be checked for accuracy, and any mistakes or omissions in the data must be corrected. Once the EMIS files have been loaded with data, it is possible to validate and correct that data. EMIS programs exist to selectively validate the data loaded into the EMIS files. The programs produce reports which provide enough information for the user to determine what data is in error, and what must be done to correct it.

After having generated the validation reports, correction of the errors in the data is completed. A number of EMIS programs have been provided to allow this. By utilizing the appropriate data-entry program, the EMIS user can correct any errors listed on the validation reports. These programs can also be used to enter from scratch any data that the extraction programs could not find in other software packages from the first step.

The cycle of running the validation reports and interactively correcting the errors detailed in those reports continues until all errors in the EMIS data files have been corrected. At that point, the corrected data can be prepared for aggregations and reporting.

When the file has been prepared, the EMIS user must contact their DAS to inform them that the data is correct and ready for the aggregation programs. The process of aggregation may vary from DAS to DAS; contact your system manager for details on how aggregations are performed.

EMIS Step by Step Procedures

The following is a basic step by step procedure through the entire EMIS process. These steps encompass all processing needed to submit required data to ODE, therefore some of these steps may be taken by the system managers and some by the end user.

Steps:

  1. Run EMSRX program to load detail files to the reformatted EMIS database.
    • Refer to the scenarios in the document "EMIS Detail to Reformatted Conversion Program" to properly create, add or overlay data within the reformatted EMIS database.
  2. Run EMSVLD - the validation program.
    • validate sort types for appropriate reporting period.
    • review error report (EMSVLD.TXT).
    • correct errors in the source of the data.**
    • return to step #1 following corrections.
    • if no errors, or if district is satisfied with results, continue to step #3.
    Note

    EMIS contains maintenance programs which allow for correction of the data, however, it is recommended that corrections be made in the source package.

  3. EMIS maintains several list makers and reports allowing for availability to data contained on given populations. The reports can be used to check on the validity of information on required reporting items. When the district is satisfied with the results, continue to step #4.
  4. Run the EMSAGG.COM procedure to aggregate student data.
    • review the aggregation reports (EMSAGG4.TXT, EMSAGG5.TXT, EMSAGG6.TXT, EMSAGG7.TXT).
    • if errors are found, correct in the source data and return to step #1.
    • if no errors, or if district is satisfied with results, continue to step #5.
  5. Run EMSRDET - program to create sequential detail files of staff and financial data to submit to ODE.
    • review error report (EMSRDyyr.TXT).
    • if errors are found, correct in source and then return to step #1.
    • if no errors found, or if district is satisfied with results, continue with step #6.
  6. EMSRDSyyr.SEQ, EMSRDLyyr.SEQ, and EMSAGG.SEQ (from step #4) are ready to submit to ODE.

EMIS Processing

The idea behind EMIS is to manage data which is or can be contained somewhere on the system. The process of the EMIS will bring the data together into a usable and understandable report. When discussing EMIS processing, we are actually only discussing taking sequential data files from existing packages, whether that be State supported packages or packages supplied by outside vendors, running validation reports on them to check for correctness, and finally reporting the findings to the Ohio Department of Education. However, there are a few more details which are required and will be discussed below.

To begin with, the district should be certain that the information required by EMIS is correct and complete in the various packages from which the data is dumped. This will enable the EMIS processing to go much smoother. Once the various packages have had detail sequential files created, these detail files are loaded into the reformatted EMIS database via the EMSRX program (Detail to Reformatted Load). There are various scenarios as to how this program should be run and what options should be chosen. For complete details and an outline of these scenarios please refer to the documents "EMIS Detail to Reformatted Conversion Programs" or the chapter within this manual detailing the "EMSRX" program. The "RX" program creates an error report. At this point errors may be checked, the data can be corrected within the origin, and then the "RX" process again completed.

When the data has been loaded to the EMIS reformatted database, a number of different checks can be taken to allow for the highest validity of information to be transmitted to ODE. First, a validation report (EMSVLD) can be run on all sort types for all reporting periods. Through this validation report all errors can be detected. As before, it is recommended that the corrections be completed within the package of origin and not through the EMIS maintenance programs.

There are also various list makers and reports available through the reformatted EMIS database. The list makers can be very useful in creating mailing labels or form letters to any population contained within EMIS. The reports can be generated to help check for correctness in the data before it is forwarded to ODE. At this point, if errors are found, it is possible (and preferable) to go back to the package of origin, correct the data, and begin again with the "RX" process.

When the district is satisfied with the results from reports and the validation (EMSVLD) program, aggregations for student data may begin. The aggregation process is a command procedure which will automatically aggregate students as defined by a particular reporting period. The aggregation process will create an error report, an exclusion report, and an aggregation report. The error report lists errors as encountered in the aggregation process. Again, to correct the errors it is recommended to go to the origin of the data, make the corrections, and then begin again with the "RX" process. The exclusion report lists student ID's and names who were excluded from the aggregations due to an error which is also listed. The aggregation reports contain both detailed and summary reports of the aggregation process. The summary reports show student totals by building, and the detail files show student totals by course and class. When this process is complete and the district is satisfied with the aggregation reports, the files are ready to transmit to ODE.

The staff and financial data will be transmitted to ODE basically in its detailed form. The program EMSRDET will create a short (EMSRDSyyr.SEQ) and long (EMSRDLyyr.SEQ) sequential detail file. The EMSRDET program will also validate the data, therefore only valid data will be submitted to ODE. An error report will also be created (EMSRDyyr.TXT) showing errors in the staff and financial information. When correcting the errors it is again recommended to correct the data in the original source of the data and complete the EMIS process a second time. There is no limit to the number of times files can be brought into the reformatted EMIS database. It is important to understand and follow the scenarios outlined in the documentation for the EMSRX program so that files can be properly added to or overlaid. The entire process can continue until all files are correct and without error or until the district is satisfied with the results.

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