Fl Staff Experience
Overview
Staff Experience is a file format for the Florida Staff Surveys which is submitted for Survey Periods 2 and 3. The experience elements are reported only for instructional personnel and instructional administrators, excluding on-call substitute teachers. Each type of professional experience of the staff member should be submitted. In the case of instructional administrators who previously held instructional positions, all experience in instructional positions should be reported. The eight experience types are not mutually exclusive. Each year of professional experience should be reported in as many of the experience categories as are applicable.
Report Frequency
Survey Period 2 in October, and Survey Period 3 in February.
Selection Criteria
This report includes only employees with an active pay assignment during the “As of” pay period. Employees with a payroll status of “I”nactive or a termination date before the “As of” Start Date will not be selected for the report. Experience records are created for any BusinessPLUS Experience Type found in the Crosswalk or the Code Value table.
BusinessPLUS Setup
The first step is to define the BusinessPLUS Experience Type Codes that will be used to track the years of experience in each instructional experience category defined by the Department of Education. In Primary Tables, HR Entity Specific Codes (HRTBCE), set up Experience Type codes to match the state-defined categories under Code ID=“EXPERIENCE_CODE”. These codes will be crosswalked to the one-character state-defined codes.
For all instructional personnel and instructional administrators, enter the experience years for each experience type in the Education and Skills menu option (HREEES or HREMES). On the Experience tab, select the Experience Type from the drop-down list. In Value 1, enter the years of experience related to this Experience Type.
Setup
Before a report can be generated, the reporting interface must be accessed and necessary data setup completed. This configuration information is used by the Load and Submission processes.
Note: For detailed information about the report screens/tabs, see the “Overview of Regulatory Reporting” document. This document explains the items in common for all reports.
The following options need to be configured under the “Setup” menu:
· Site Profile
· Crosswalk
· Code Value
· Additional Setup
Site Profile
Click Site Profile to define the entities and their details. This information is used by the Load and Submission processes for the defined entities. At least one Site Profile record is required. All of the Florida regulatory reports utilize this same table so data will rarely need to be changed once it has been entered.
To add details about a site, enter data in the fields as described below.
Field | Description |
|---|---|
Entity* | ID of the entity/employer. The entity should be a valid entry as defined in BusinessPLUS. Once saved, the value cannot be changed. |
Employer Name* | Name of the employer for whom the entity is defined. |
Employer Address* | First line of the employer’s address. |
Employer Address (2) | Second line of the employer’s address. |
Employer Address (3) | Third line of the employer’s address. |
Employer City* | City in which the employer is located. |
Employer State* | State in which the employer is located. Click for the list of states. |
Employer Zip Code* | Numeric zip code of the employer’s location. This field accepts only five numeric characters and does not allow all five characters to be zeroes. |
Employer Zip Code Extension | Numeric zip code extension of the employer’s location. This field accepts only numeric characters of four digits or less. |
Department Of Education District Number* | FL Department of Education District Number is two characters. |
Crosswalk
The Crosswalk tab provides the ability to map code values between the finance system and the regulatory report requirements.
The predefined code items appear as a list when the Crosswalk screen is loaded. For the Experience Type crosswalk, select the Code Item FLDOEEXPTYPE.
Experience Type Crosswalk
Field | Description |
|---|---|
Source Value * | Experience Type from BusinessPLUS Entity Specific Codes with Code ID EXPERIENCE_CODE |
Source Description | Description associated with BusinessPLUS Experience Type |
Reporting Value* | DESE Experience Type Code |
Reporting Description | DESE Experience Type Description |
Entity* | Entity associated with the BusinessPLUS Experience Type |
Code Value
Click Code Value to define valid codes. Codes that are defined on this page can be used on the Maintenance page.
Additional Setup
Click Additional Setup to define the entity’s optional details. This information is used by the Load and Submission processes.
To add details about a site, enter data in the fields as described below.
Field | Description |
Entity* | ID of the entity/employer. The entity should be a valid entry as defined in BusinessPLUS. Once saved, the value cannot be changed. |
Include the Employee ID as local ID? | If this flag is set to “Y” the Employee ID from BusinessPLUS will be included on the file as the local ID. This will allow FLDOE to use the Employee ID instead of the social security number on all error reports. |
Note: Columns marked with * are required fields.
Instance
Click Instance to configure the report instances for each report to be created. Report instances need to be configured for the Load Process.
Think of the Report Instance as an identification of the time period for each report/file to be created. If desired, report instances can be created in advance for each month of the current year.
Enter data in the fields as described below.
Field | Description |
Name* | Name of the report instance as defined by the user. |
Survey Period* | Survey Period for this report instance. Once the instance is created and saved, the Survey Period cannot be changed. Valid entries are 2 or 3. |
Fiscal Year* | Fiscal Year for which submission will occur- “YYYY-YYYY” format. |
‘As of’ Start Date* | Start Date of the ‘As of’ Pay Period for the Survey Period - “MM/DD/YYYY” format. Once the instance is created and saved, the ‘As of’ Start Date value cannot be changed. |
‘As of’ End Date* | End Date of the ‘As of’ Pay Period for the Survey Period - “MM/DD/YYYY” format. Once the instance is created and saved, the ‘As of’ End Date value cannot be changed. |
Note: Columns marked with * are required fields.
Load
Click Load to select the Report Instance for which to extract and load the eligible records into the maintenance table. See the “Submission File Layout” section for the source of the reported data.
To launch the Load Process, select the appropriate data and, if necessary, refer to the Overview of Regulatory Reporting guide for additional information.
Maintenance
Click Maintenance to view Load Process results. The load will include any generated errors and will display those in the bottom half of the screen. Data manipulation is allowed on the extracted employee data.
Possible Error & Warning Messages
The grid at the bottom of the Maintenance page displays error messages logged during the load extract/submission package execution. The errors include invalid/missing mandatory field values. These values can be corrected by selecting the record from the error log grid and clicking on the “Filter Selected Record” checkbox although the long-term data fix would need to occur in BusinessPLUS or the report setup type screens. On clicking this option, only the invalid record is filtered in the maintenance grid, which can then be corrected and saved. On clicking the checkbox again (clearing the field) all the maintenance records are again displayed on the maintenance grid.
The potential Error/Warning Messages are described in the table below. How to resolve the errors is also provided. In some cases, the message may be informational only and should not significantly affect the Submission Process. See the Submission File Layout section regarding the fields in question to verify if they are required.
To generate a separate error report that can be printed or used for reference for either the Load or Submission type errors, make the appropriate selection in the “Error Log By Last” drop down and click on the generate report icon to the far right of the “Error Log By Last” field.
Type | Error / Warning Message | Resolution |
Load | <EMP ID>: has an invalid Experience Code <expr_code> not in Crosswalk or Code Value table. No record created. | If this experience should be reported, add the experience code to the crosswalk and rerun the Load. |
Load | <EMP ID>: has more than one Experience Info record for same Experience Type <experience_type> - Experience Years accumulated | Confirm that the sum of the two Experience info records is the correct Experience Years to report for this Experience Type. If not, update Experience Info in BusinessPLUS and then rerun the load. |
Load/Sub | <EMP ID>: exceeds maximum Experience Years of 99 for Experience Type <experience_type> - Setting to 99 | Update the Experience Info in BusinessPLUS for this Experience Type and then rerun the load. |
Sub | District Number <district number> for Entity <entity> must be 2 digits - Setting to <truncated district number> | In the Site Profile update the District Number and then rerun the Submission Process. |
Sub | <EMP ID>: has invalid Experience Type <experience_type> - Not reported in submission file. | Update the employee’s Experience Type in Staff Experience Maintenance and then rerun the Submission Process. |
Sub | <EMP ID>: has an invalid Transaction Code on Experience Type <experience_type> record. | In Staff Experience Maintenance, change the transaction code to “A”, “C” or “D”. |
Sub | <EMP ID>: is longer than 10 characters - truncating | No action is required but you may have more than one employee with the same local id when the error file is returned. |
Notes:
· “Load” indicates the message appears during the Load Process, on the bottom of the Maintenance screen
· “Sub” indicates the message appears on the Submission report
Submission
After verifying the maintenance data, click Submission to create the file to be submitted to the reporting agency.
Submission File Layout
The following table shows the field numbers, field names, and source within BusinessPLUS.
Position | Field | Req. | Type | Size | Source Table | Source Column | Description/Business Logic |
|---|---|---|---|---|---|---|---|
1-2 | District Number | Y | N/R | 2 | rr_site_profile | district_no | The two-digit number for the district in which the staff member is currently employed. For employees who serve multiple districts, this is the fiscal agent district number. This field is populated during the submission process. |
3-12 | Social Security Number | Y | A/N | 10 | hr_empmstr | ssn | The number assigned to an individual by the Social Security Administration (left justified). NOTE: For contracted or charter school staff for whom the school district cannot obtain a Social Security Number, the district must assign a Staff Number Identifier for the employee using the following method: CS The first two positions in the Social Security Number field must be coded with the letters “CS”. NNNNNNN The last seven positions must be numeric. NOTE: The district-defined Staff Number Identifier must result in a unique staff number within the district. Left Justify with a trailing space. |
13-13 | Survey Period Code | Y | N | 1 | rr_run_def_mstr | survey_ | A code representing one of the state reporting periods. Values: 2 - October, 3 - February. This field is populated during the submission process from the report instance. |
14-17 | Fiscal Year | Y | N | 4 | rr_run_def_mstr | fiscal_year_extd | The state fiscal year running from July 1 through June 30 for which the reported data are applicable. Example: Fiscal year July 1, 2010 through June 30, 2011; report instance fiscal year 2010-2011; submission value 1011. This field is populated during the submission process. |
18-18 | Experience Type | Y | A/N | 1 | hr_exprinfo | expr_code | A code to identify each type of professional experience for instructional and instructional administrative employees (excluding substitute teachers). The BusinessPLUS experience code is crosswalked to the state defined code via the crosswalk with Code ID FLDOEEXPTYPE. |
19-20 | Experience Length | Y | N | 2 | hr_exprinfo | val1 | The number of years of professional experience for the reported experience type. 00 indicates that the employee is in the first year for the reported experience type. One year is added for each year of professional experience during which the staff member was employed more than one-half the number of days required for the normal contractual period of service for the position held. If an employee has two BusinessPLUS Experience records that crosswalk to the same DESE Experience Type the experience length is the sum of both records. Right justify, zero fill. |
21-21 | Transaction Code | Y | A/N | 1 | Constant “A” |
| A code indicating the appropriate action to be taken with respect to the district data base reporting records. Always set to “A” when records are loaded. Valid values are A - Add Record, C - Update Record and D - Delete Record |
22-48 | Filler |
| A/N | 41 |
|
|
|
49-62 | Florida Education Identifier | Y | A/N | 14 | pya_assoc_dtl | pya_assoc_desc | A code issued by the Florida Department of Education used to uniquely identify a person in Florida’s education data system. Example: FL123456789012 Florida Education Identifier (FLEID) for an employee. Proposed automated process to retrieve and populate state IDs to BPlus database |
63-72 | Staff Number Identifier, Local | Y | A/N | 10 |
|
| A ten-character code used by the school district locally to uniquely identify an employee. This staff identifier must be different than the Social Security Number. If Include the Employee ID is set to “Y" on the Setup Screen, the employee's ID is reported in this field. |
73-80 | Filler/Error Codes | N | A/N | 8 |
|
| Blank |
Data Types
A/N: Alpha Numeric, left justified, and blank
N: Numeric, right justified, zero, unsigned without decimal point, cents, and dollars
Record Length: 80 bytes/characters plus one character for carriage return and one character for line feed
Submission Report
The submission file report can be obtained by clicking Generate Report or View Report Buttons on the Submission window.
About
The About screen displays system level information about the report such as the version, report name and database details. This information is generally used by support personnel.