EMIS-R Level 1 & 2 Reports

Teresa WilliamsNWOCA/SSDT

NWOCA Conference Fall 2012

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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

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Level 1 Checks

• 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

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Level 1 Errors

• Understanding the codes

CI.0015CK.0001MR.2002Etc.

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Level 1 Errors

CK.0001 MR.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

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Level 1 Errors

YY.XXXX

The values here may represent the problem.Think of them as a counter

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Level 1 ErrorsSingle 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 30th

• Verify dates in your source system

• .0003– Incorrect date level

• YY/MM• YYYY/MM/DD• Verify dates in your source system

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Level 1 ErrorsSingle 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

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Level 1 ErrorsSingle 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

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Level 1 ErrorsMultiple 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

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Level 1 ErrorsMultiple Record Types

• MR.XXXX– .1000 -> .1999• Student level errors• Go to source SIS for resolution

– .2000 -> .3999• Staff level errors• Go to Staff source system for resolution

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Level 1 ErrorsMultiple Record Types

• MR.XXXX (continued)– .4000 -> .5999• Course record errors• Could be staff or student related• Go to SIS or Staff source system

– .6000 -> .7999• Any combination of above• Check all records involved and those listed in the report

– .8000 -> .9999• Missing data check – any type

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Level 1Detail

• Levels of errors– Fatal• Most often fatals the entire student or staff

– Warning• Records are submitted but data may need an update

• 3rd Column is the actual error message

CI.0016 Warning Staff member over 70 years old

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Level 1Detail

• 4th 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

• 19390724– Value EMIS-R is trying to process

CI.0016Warning

Staff member over 70 years old

(CI070) Invalid value “19390724” in the field ‘Date of Birth”

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Level 1Detail

• 5th (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 “19390724” in the field ‘Date of Birth”

‘777889999’=Employee ID, ‘EmployeeB, Great’= Employee Name, ‘ZW7766776’ = State Staff ID

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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'

'111223333' = Employee ID, 'Smith, Wendy A.' = Employee Name, 'BG1111111' = State Staff ID, '108' = Position Code, '01 ' = Local Contract Code

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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

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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

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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

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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

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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

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Level 2 Errors

2.4A 2.4A

The first characters represent the category of the error

These values are the sub codes

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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

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Level 2 ErrorsCategory 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

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Level 2 ErrorsCategory 2

• Examples

2.2A

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.

'OH1112211' = 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.

'BG1333333' = Staff ID, 'Doe, Mary K.' = Name, '123411' = Contracting District IRN, '022456' = Reporting District IRN

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Level 2 errorsCategory 2

• Examples

2.4A

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.

'OH2334456' = Staff ID, 'Jones, Will A.' = Name, '124297' = Contracting District IRN, '222222' = Reporting District IRN

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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

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Questions