PEIMS Report

BusinessPLUS Regulatory Reporting

TSDS PEIMS Report - State of Texas

Overview

TSDS PEIMS screens are used to generate XML reports. PEIMS is separated into Interchanges and Extensions that need to be reported. Originally, the data was generated and stored inside of BusinessPlus tables. In order to freely generate and modify report data, TSDS PEIMS reads necessary data from BusinessPlus and copies it over to individual tables inside of the RegulatoryReporting database. From the new tables, the Load and Submission can be generated.

Report Frequency: FALL: Fall, MDYR: Mid-year, SUMR: Summer, EXYR: Extended-year

BusinessPLUS Setup

General Setup is needed in order to accurately run the report. The Site Profile, Crosswalk, Code Value, and Ledger are the four setup items currently available. Depending on the setup, the Crosswalk may not need to be completed. Below, more information about each category can be found.

Site Profile

Select Site Profile to define entities and their details. At least one Site Profile record is required. All of the Texas 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 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 4 digits or less.
Reporting District Code*	DESE assigned 6 digit county district code for the reporting district.

Crosswalk Mapping

The Crosswalk tab provides the ability to map/validate 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.

This screen is for potential future use. Currently this should remain blank.

Code Value

Select Code Value to define report criteria. This information is used by the Load and Submission processes. There is a dropdown menu of code items that can be filled out. Fill all that apply.

Reporting Value: The value that will be reported to the state.

Reporting Flag: If used, it is a toggle (use/don’t use) for the row.

Reporting Description: The verbose description of the [Reporting Value].

Code Items

TXCAMPUS

Defines each campus ID that is needed to report. Used to generate some of the [Education Organization Interchange] reports. [Reporting Flag] checkbox not used.

TXRPTPRDFALL

Used to define the interchanges/extensions for the FALL. Currently unused.

TXRPTPRDMDYR

Used to define the interchanges/extensions for the MIDYEAR. Currently unused.

TXRPTPRDSUMR

Used to define the interchanges/extensions for the SUMMER. Currently unused.

TXRPTPRDEXYR

Used to define the interchanges/extensions for the EXTENDED YEAR. Currently unused.

TXSSAORG

Defines Shared Services relationships between campuses. [Reporting Flag] checkbox not used.

Format: “Shared CampusID, Shared Services Arrangement Type”

Instance

Select 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.
Year*	Fiscal Year for which submission will occur.
Snapshot Date*	The as-of date. Used to select any pay assignment that was ACTIVE: ON or AFTER the snapshot date. ‘MM/DD/YYYY’ format.
Submission No*	Number associated with PEIMS data from the BusinessPlus Peims tables. Denotes different report information to pull data from. 1A, 1B, 2A, 2B etc…
Reporting Period*	The report that will be loaded. Fall, midyear, summer, and extended year each have a different combinations of reports. Select from the drop down.

Submission Details

Available on both the SUBMISSION and the INSTANCE screen are Submission Details. Each Instance has a status:

Active

Active Intances have no restrictions. They can be freely manipulated or overwritten.

Locked

Locked Instances are fully restricted. The following will be disabled:

Data manipulation tools:

Load and Submission tools:

Instance Edit: Restricted to RENAME only. (NOTE: Not restricted on deleting the instance).

Submitted

Submitted Intances are the same as Locked Instances. However, they are also datestamped and recorded in the database as a Submitted Instance. (NOTE: If a current report relies on previously submitted data, it only looks for instances with a status of Submitted)

Load

Select Load to select the Report Instance for which to extract and load the eligible records into the maintenance table.

To launch the Load Process, select the appropriate data.

To load data for an instance of a report, enter data in the fields as described below.

Field / Button	Description
Report Instance*	List of all instances created and submitted.
Notes	Additional notes that can be included to describe the load. Has no effect on the Load process.
Entity*	List of all entities within the current district. Select one or use ‘ALL’ to run it for each entity.
Employee ID(s)	Comma separated list of individual employee id numbers to load into the current instance. Can be used to overwrite individuals with a previous Load, or to place a filter on a new load.
Purge Existing Data	If checked, any data present in this instance will be deleted before it begins a new Load. This allows for a fresh new load. Recommended to run with a new or changed instance.

Maintenance

Select 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. In the example below, sensitive employee information has been removed.

Long term data correction must be done in BusinessPLUS itself. Data entered or updated in a report instance is good only for that instance.

There are 7 maintenance screens. Each screen corresponds to a <<interchange>> - <<extension>>. On this screen data can be reviewed, added, deleted, and edited.

Field / Button	Description
Report Instance*	List of all instances created and submitted.
Filter By Criteria	Applies a filter to match records with the filled in criteria.
Display Box	Displays all data inside of the Regulatory Reporting table associated with the Instance and the screen.
Add…	Opens a dialog to add additional data into the Regulatory Reporting table. NOTE: Will be lost upon a reload unless locked.
Delete	Deletes selected record from the instance. PERMANENT
Save	Saves pending changes to the database. PERMANENT
Reset	Resets pending changes to pre-edit.
Refresh	Refreshes the screen without having to leave the page.
Error Log	Displays Information, Warnings, and Errors regarding the Load/Submission package. The package is not finished executing until both a Start and End messages have been printed.

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, data is entered in the fields as described below as well as in the Overview of Regulatory Reporting guide.

Field / Button	Description
Report Instance*	List of all instances created and submitted.
Notes	Additional notes that can be included to describe the load. Has no effect on the Load process.
Iteration	Current iteration of the submission. Directly modifies the submission filename and is used to track changes/progress of the submissions. FILE FORMAT: districtCode_campusID_[year][reportPeriod][iteration]_…
File Name	Display comma separated file names for each interchange. These are auto generated and should not be changed except for testing.
Entity ID	List of all entities within the current district.

The Last Submission section (at the bottom of the submission screen) holds the details of the latest submission execution.

There are 4 links associated with the differenct Interchanges. Each link will prompt you to download the file to your local computer. They are displayed in the order of how they should be submitted.