MOSIS Educator School Report
Overview
The MOSIS Educator School data is collected in the October cycle and reported by the district and school where the educator provides instruction or services. Data about each educator includes:
Personnel requiring a teacher’s certificate
Aides, ancillary personnel, and parent educators funded by the state or federal programs or used to meet classification standards
Administrators involved with instructional programs
Data includes Social Security number, name, reporting school, position, CTE (career and technical education) program type, CTE month, salary, FTE, late start and early finish dates, and course comments.
Report Frequency
The MOSIS Educator School is an annual report due October 15th.
Selection Criteria
The report will contain all educator’s pay assignments where the calc begin date and calc end date fall within the specified school year start date and school year end date.
The October Educator School data collection requires a single record for every position an educator serves in a school. Educators are identified as employees who have a MOSIS position in the Misc1 field of the PCN record associated with an employee’s pay assignment. Pay assignments where the Pay Class matches a class in the Min Supplement Pay Class, Extra Duty Pay Class, or Exclude Pay Class, as specified in the Setup screen, will not be considered. Pay assignments are selected based on the Fiscal year.
An Educator School record is created for each unique combination Location, Position Code and CTE Program Type. The Load process considers PCN/Positions where CTE Program Type in Misc Code 2, 3 and 4 is non-blank, with the corresponding FTE values in Misc Val 2,3 and 4. If the sum of FTE values for the CTE Program Types is less than 1, another record is created for the Location and Position code with a blank CTE Program Type. Based on the FTE values, the salary from the pay assignment is prorated for each Educator School record. For each Location, Position Code and CTE Program Type, the salary and pcn_fte values are aggregated.
The sum of MOSIS Educator Core regular term and extended contracts is equal to the total of the salary detail in MOSIS Educator School report.
BusinessPlus Setup
Prior to generating a MOSIS Educator School Report, the Position Code and CTE Program Types need to be defined within the BusinessPlus application.
On the PCN/Position Code Definition (HRTBPC) page, PCN Profile Supplemental tab, enter MOSIS Position Code in Misc Code 1.
On same tab, enter up to three CTE Program Types in Misc Code 2, 3 and 4 and the percent for each CTE Program in Misc Value 2, 3 and 4. The percent will be used to calculate the reported FTE. Below is an example using CTE Program Types 0204 and 0404 in the Misc2 and Misc3, and 33.33% in Miscval2 and Miscval3 respectively.
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.
The following options need to be configured under the “Setup” menu:
· Site Profile
· School Codes
· Additional Setup
Site Profile
Click Site Profile to define 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 Missouri 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 City* | City in which the employer is located. |
Employer State* | State in which the employer is located. Click for a 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 4 digits or less. |
Reporting District Code* | DESE assigned 6-digit county district code for the reporting district. |
Columns marked with * are required fields.
School Codes
The School Code Mapping page provides the ability to map/validate code values between the finance system and the regulatory report requirements.
Field | Description |
|---|---|
BusinessPlus Code * | Location from the PCN table. |
DESE Code * | 4-digit DESE reporting school code. |
Columns marked with * are required fields.
Additional Setup
Click Additional Setup to define the entity’s optional details. This information is used by the Load and Submission processes.
Field | Description |
Minimum Supplement Pay Class | Enter BusinessPlus pay class used to track the Minimum Salary Supplement. Pay assignments with the Minimum Salary Supplement Pay Class are not included on the Educator School Report. |
Extra Duty Pay Class(es) | Enter BusinessPlus pay classes used for Extra Duty pay assignments as a comma-separated list. Pay assignments with an Extra Duty Pay Class are not included on the Educator School Report. |
Exclude Pay Class(es) | Enter BusinessPlus pay classes that should be excluded from the salary calculation. Pay assignments with an Exclude Pay Class are not included on the Educator School Report. |
Extended Contract Assignment Status(es) |
|
CTE Default Month | The CTE Default Month will be loaded into the CTE Month’s field for all MOSIS Educator School records that contain a CTE Program Type. Valid entries 1-12. |
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.
Enter data in the fields as described below.
Field | Description |
Name* | Name of the report instance as defined by the user. |
Fiscal Year* | Fiscal Year for which submission will occur. Once the instance is created and saved, the Fiscal Year value cannot be edited. |
Start Date* | Start date of the school year – “MM/DD/YYYY” format. This date is used to determine employees with a late start date. Once the instance is created and saved, the Start Date value cannot be edited. |
End Date* | End date of the school year - ‘MM/DD/YYYY’ format. This date is used to determine employee with an early end date. Once the instance is created and saved, the ‘End Date’ value cannot be edited. |
School Collection Version | School Collection Version is generated by the system. |
Status* | Indicates the status of the report instance. Valid choices are: Active, Locked, and Submitted. |
Date Submitted | Date time stamp when changing to the “Submitted” status. Required only when the Status = SUBMITTED. |
Update (Button) | Used to update the selected status. |
Columns marked with * are required fields.
Load
Click Load to extract and load records into the Maintenance table. See the Submission File Layout for the source of the reported data.
To load data for an instance of a report, enter data in the fields as described below.
Field / Button | Description |
Report Instance* | Click for the list of report instances. Select the desired report instance. |
Notes | Enter a note related to report instance or load that is to be performed. |
Entity* | Click to select a specific entity for which the load will be performed. Select “ALL” to extract records of all entities. |
Employee ID(s) | If specific IDs are to be refreshed or reported on, enter on this line, separated by commas. |
Purge Existing Data | If all the existing Maintenance table data for the selected Report Instance needs to be deleted, this checkbox should be checked. This action would also remove new Maintenance records added previously using the Maintenance screen. |
Load (Button) | Click to load Maintenance records into the Maintenance table. |
Columns marked with * are required fields.
After clicking Load, the following window appears to indicate that the Load process has begun. Click the OK button to proceed.
The selected report instance details appear as described below.
Field | Description |
Report Instance Details | Details of the selected Report Instance. |
Last Load for the Selected Report Instance | The date (Last Load) and user (Created By) who performed the last load and any note entered for the selected Report Instance. The first time the Load Process is run for the selected Report Instance, this information is blank. |
Maintenance
Click the Maintenance tab 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.
The following actions are available:
· Entry of course comments
· Data changes (to data extracted from the report instance into the maintenance table)
· Adding records
· Deleting records
Select Report or Specific Records
Field | Description |
Report Instance | Click to select a specific instance. |
Filter By Criteria | Filter the Maintenance records based on Employee ID or Employee Last Name. Enter data, then click the Apply Filter button. Clear the fields and click the Apply Filter button again to view all the results. |
Total Record Count | Indicates the total number of Maintenance records in the grid. |
Error Log By Last | Click to select the type of errors/messages to view. Options are Load or Submission. |
Filter Selected Record | Filters the selected Maintenance record in the records area above. |
Generate Report (Button) | Runs the “Error Log” to a report. |
Possible Error and 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. However, 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. When clicking “View All Records”, all the Maintenance records are displayed on the Maintenance grid.
The potential Error/Warning Messages are described in the table below, as well as how to resolve them. 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 the “Generate Report” button.
Type | Error / Warning Message | Resolution |
|---|---|---|
Load | <EMP ID>: has invalid PCN/Position Location <hr_pcntble.location> - not found in School Code table for Position Code <position_cd>. | Add the Location to the School Code table with the appropriate DESE school code, then re-run the load or update the employee’s School Code in Educator School maintenance. |
Load | <EMP ID>: has invalid Position Code <misc1> - Set to 00 | Enter the appropriate MOSIS Position Code in Misc Code 1 of the employee’s PCN/Position in BusinessPlus and then re-run the load or update the employee’s position in Educator School maintenance. |
Load | <EMP ID>: has invalid CTE Program Type <misc2 or misc3 or misc4> - Set to 0000 | Enter the appropriate CTE Program Type(s) in Misc Code 2, 3 and 4 of the employee’s PCN/Position in BusinessPlus and then re-run the load or update the employee’s CTE Program Type in Educator School maintenance. |
Load | <EMP ID>: CTE Program Type <misc2 or misc3 or misc4> truncated to four digits | Enter the appropriate CTE Program Type(s) in Misc Code 2, 3 and 4 of the employee’s PCN/Position in BusinessPlus and then re-run the load or update the employee’s CTE Program Type in Educator School maintenance. |
Load | <EMP ID>: has invalid percent for CTE Program Type 1 (or 2 or 3) for Position Code <position_cd> | Enter the percent of time associated with this CTE Program Type in the appropriate Misc Value field on the PCN/Position Definition in BusinessPlus. Re-run the Load. |
Load/Sub | <EMP ID>: has an FTE > 1 for Position Code <position_cd> | Review Pay Assignments in BusinessPlus to determine the correct FTE. Update in Educator School maintenance. |
Load/Sub | <EMP ID>: has an invalid(blank) FTE - FTE is required
| If the record is for a CTE Program, update Misc Value 2, 3 or 4 on the PCN/Position. If not, review the Pay Assignment. Update the FTE in Educator School maintenance. |
Sub | <EMP ID>: has invalid School Code <reporting_school_cd> not found in School Code table for Position Code <position_cd> | Update the School Code for this employee and position and re-run the Submission Process. |
Sub | <EMP ID>: has invalid Position Code <position_cd> - Set to 00. | Update the Position Code for this employee in Educator School maintenance and re-run the Submission Process. |
Sub | <EMP ID>: has invalid (blank) CTE Month for Position Code <position_cd> and CTE Program Type <cte_prg_type> | Update the CTE Month for this record and re-run the Submission Process. |
· Load indicates the message appears during the Load process, on the bottom of the Maintenance screen.
· Sub indicates the message appears during the Submission process.
· The report instances drop-down list is loaded only with report instances for which load has happened.
· Inserting and deleting records are not allowed if there are unsaved changes in the grid.
· If there are unsaved changes in the grid, sorting and filtering of the grid are disabled.
· If there are unsaved changes in the grid, a prompt to save the existing changes will be shown if trying to navigate to another screen.
Submission
After verifying the Maintenance data, click Submission to create the file to be submitted to the reporting agency.
To create a report file for submission, enter data in the fields as described below.
Field / Button | Description |
|---|---|
Report Instance* | Click for the list of report instances. Choose the report instance which is to be submitted. |
Notes | Any notes applicable to the submission job. |
Filename* | System-generated or user defined file name for the submission file. The filename should always end with the ‘.txt’ extension. The filename cannot contain these characters ‘\:/*?”<>|’ Note: The path where the file is saved is already configured in the application and should not be entered here. Example: 2011Oct1.0EdSchool.txt |
Delimiter* | Select whether to create a comma-delimited file or a tab-delimited file. Both formats are accepted. |
Entity* | Click for the list of entities. If the Maintenance records for all the entities are to be submitted, “ALL” should be selected. |
Report Instance Details | Details for the selected Report Instance. |
Last Submission for the Selected Report Instance | The date (Last Submission) and user (Created By) who performed the last submission and the note that was entered for submitting the selected Report Instance. |
Double Arrow (Button) | Regenerate the filename. |
Generate Report (Button) | Create report file with data from Maintenance table. |
View Report (Button) | View the submission file report. |
· Columns marked with * are required fields.
· Only if the Load is performed on the report instance, the report instance will appear in the Report Instance drop-down list.
· If the mandatory fields are empty or have an invalid value, an error is logged which can be corrected from the Maintenance screen.
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 |
|---|---|---|---|---|---|---|---|
1-50 | Collection Version | Y | N | 50 | rr_run_def_mstr | school_collection_version | Generated by the system |
51-54 | Current School Year | Y | I | 4 | rr_run_def_mstr | year | School year from the Report Instance |
55-60 | Reporting District Code | Y | A/N | 6 | rr_site_profile | rpt_district_code | Reporting District code from the Site Profile |
61-64 | Reporting School Code | Y | A/N | 4 | hr_pcntble | location | The BusinessPlus location code from the PCN record is mapped to a 4-digit DESE school code |
65-73 | ED SSN | Y | A/N | 9 | hr_empmstr | ssn | Social Security Number |
74-133 | ED Legal Last Name | Y | A/N | 60 | hr_empmstr | lname | Last Name |
134-193 | ED Legal First Name | Y | A/N | 60 | hr_empmstr | fname | First Name |
194-195 | Position Code | Y | A/N | 2 | hr_pcntble | misc1 | Position code is stored in Misc1 of the PCN/Position table. Records are only created if the Position Code is not null. |
196-199 | CTE Program Type | N | A/N | 4 | hr_pcntble | misc2, misc3 & misc4 | Misc Code 2, 3 or 4 on the PCN/Position record |
200-203 | FTE | N | I | 4 | hr_pcntble | miscval2, miscval3 & miscval4 | The sum of the PCN FTE from the Pay Assignment records for the reported Position Code and CTE Program Type. If there is a CTE Program Type, then the FTE is prorated. Must be less than or equal to 1. |
204-209 | Salary | Y | I | 6 | hr_emppay | actl_ann | The sum of actl_ann for Pay Assignments for the reported Position Code. If there is a CTE Program Type, then the prorated salary is reported. |
210-211 | CTE Month | N | A/N | 2 | mo_educator_setup_bp | cte_month_ext_def | For records with a non-blank CTE Program Type this field defaults to the value in CTE Default Months on the Setup screen. Exceptions must be entered through maintenance. Must be between 1 and 12 if CTE Program Type is not null. Blank if CTE Program Type is null. |
212-221 | Late Start Date | N | A/N | 10 | hr_emppay | calc_beg | Set to the minimum Calc Begin date for all Pay Assignment records for the reported Position Code if it is greater than the School Start Date on the Report Instance. |
222-231 | Early End Date | N | A/N | 10 | hr_emppay | calc_end | Set to the maximum Calc End Date for all the Pay Assignment records for the reported Position Code if it is less than the School End Date on the Report Instance. |
232-301 | Course Comment | N | A/N | 70 |
|
| Course comments are entered in the maintenance screen. This value will not be overwritten by subsequent loads unless the purge option is selected. |
Data Types:
A/N - Alpha Numeric, left justified, and blank.
N - Numeric, right justified, zero, unsigned without decimal point, cents, and dollars.
I – Integer
Record Length: 301 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 theGenerate 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.