PIMS Staff Reporting Learning Guide
Contents
1. CENTRAL SUSQUEHANNA INTERMEDIATE UNIT Application Personnel PIMS Staff Reporting Learning Guide 2015 Central Susquehanna Intermediate Unit USA 7 i CENTRAL oh H SUSQUEHANNA INTERMEDIATE UNIT Table of Contents INEFOCUCTION WH 1 Directories Used for PIMS Reporting EE 2 Personnel Employer Parameters cccccressccccnssscccuesssuccreesscensesscccueeseuurreeseeensseauasssucuarersnsensssssaauess 2 CEA Cale elu enne E E Educ on BE 4 Leaves of ADSM CE mmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmma 5 Stu 6 EECHER 6 PROFESSION Gl Sta GS wa rcessnedeecieecerecasneureases ourede neuroses oaracasheueacs lt oerasannouracssenteceseouracs se enracesheuvecs coneae 7 CHOON EE 8 EPIC Ve E EE 9 SOM Wea EG 9 POr OET EE 10 PDE tee 11 16 1 8 o Re calpe geo es ere ene Cee ree ee en Centr eae res ee ere i A rr crc c c m mac c rc mrm rm r mmrm rmrmrmrmrmrcm mm mmy T 13 LS CS EE ammmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmm mmmmm m mmmmmm mmmm mmmmm mmm mmm mm mm mmmmmmmmmmikHH 15 Employee Professional Personnel Information cccccceeeeeeeeeeeceeeeeeeeeeeeeeeeeeeeeeeeeeeaeeeeueeauauaauauannanaags 16 Cerufication ite TaD WEE 17 PSS MSY E 2 EE 17 Generating PIMS Staff Reporting e EE 19 E EE EE 19 District Face for SUD e ln Pers elle Ce EE 23 Employee EE 24 2015 Centr2. Self pay to restrict them from Payroll Revised 9 24 2015 2015 Central Susquehanna Intermediate Unit USA Page 9 PIMS Staff Reporting Webinar E CENTR ek HE INTERMEDIATE UNIT Personnel Tab EMPL gt EMPLOYEE MASTER PERSONNEL TAB Employee Master Personnel Of ES 55 Mo 335335335 MRS Kara A Abel if 3 Last Ave First Kara ic a Prel MRS su General Personnel POE Education Evaluations Leaves Payrol Department Notes Contacts Hire Date 0708 1988 Order Absence School 4757 Mulberry Hill Elementary Ethnicity 05 vhite Non Hispanic Marital Status Married Hispanic J Maiden Name Jones Race Am Indiflaska Nat Asian Black I7 Physical OF15 1988 HawaiianwPaclsin wvhite l Cell Phone Ext anniversary 02791988 Rigor Seniority 08 29 1988 Years 15 00 PSERS vrs 15 00 YA Positions Job Title EEOC s TEACHER ELEMENTARY County f UNIO Union Reason Release Hire Date Enter the date the employee was hired To be active in the Personnel application the Hire Date is required Ethnicity REQUIRED Select the employee s ethnicity code as defined by PDE 01 American Indian Alaskan Native 02 Asian Pacific Islander 03 Black Non Hispanic 04 Hispanic 05 White Non Hispanic 06 Multi Racial If the current Ethnicity is 02 Asian Pacific Islander and the Race of Asian is selected the Ethnicity code 09 Asian is reported
3. Instructional Aides Native Hawaiian or other Pacific Islander Albright Haylee A F 10 Instructional Aides White not Hispanic Count 3 Hemrick Iam F ZU School Admin Support American Indian Alaskan Native not Hispanic H Aarte Kenneth W II F 20 School Admin Support Hispanic any race H Benfer Lynace H F 20 School Admin Support Native Hawaiian or other Pacific Islander F Count H Albright Raymond L F 20 School Admin Support White inot Hispanic H Count 1 Allen Aaron J F 40 Library Media Support Hispanic any race H Count 1 Acornley Larissa A F 40 Library Media Support White inot Hispanic F Count 1 District Fact for Support Personnel Data For EavEulL Period O86 f0LfF2015 Thro 09 01 2015 padiattacta Powiti Cate Gender JI etagic Wi te Delt Racial elan Other Pacific iii Or SEBES Sech n DE Aur ac Or lemn Ruf Mair espan Te lander Tsoi Wn Brome H Insabeuctional Aides Hj 3 School ddwin Juppore Libracp Hedla duppore LER Adnin Support All Othee Support Revised 9 24 2015 2015 Central Susquehanna Intermediate Unit USA Page 25 PIMS Staff Reporting Webinar 7 weg j CENTRAL M al j SUSQUEHANNA INTERMEDIATE UNIT An exceptions report generates for any employees not included on this report In general employees listed here should be included on the PIMS Staff reports They should be included on the Support Personnel or PIMS Staff reporting NOT both District Fact for Support Personnel Data
4. PIMS defined leave codes and descriptions for staff reporting AS new codes are added by PDE it is your responsibility to enter them in the PIMS LEAVE DIRECTORY Termination DIRECTORIES gt TERMINATION e Termination O86 Reason Retired 4 r Find Add Save Cancel Delete Exit Use the Termination Directory to maintain a directory of PDE defined Termination codes and Reasons Termination codes are used on the EMPLOYEE PROFESSIONAL PERSONNEL INFORMATION PROFESSIONAL INFORMATION tab to identify the primary reason an employee left professional employment Initially CSIU loads all Termination codes as established by PDE As new codes are added by PDE it is your responsibility to enter them in the Termination Directory Revised 9 24 2015 2015 Central Susquehanna Intermediate Unit USA Page 6 PIMS Staff Reporting Webinar S CENTRAL ai I i SUSOUEHANNA INTERMEDIATE UNIT i _ Professional Status DIRECTORIES gt PROFESSIONAL STATUS Professional Status el Code 3 Description Tenured Add Save Cancel Delete Exit The PROFESSIONAL STATUS DIRECTORY screen allows you to identify each professional status with a user defined code The Status field on the EMPLOYEE PROFESSIONAL PERSONNEL INFO PROFESSIONAL tab will be used to determine who is to be included during the PIMS Staff Reporting process Some valid PROFESSIONAL STATUS records have been pre loaded for your convenience these records cannot
5. SUSQUEHANNA INTERMEDIATE UNIT Leaves Tab EMPL gt EMPLOYEE MASTER LEAVES TAB Employee Master Personnel Iof x 1 88 Mo 111111111 MF Kenneth wW Abate ff Last Abate First Kenneth Mid w Pre Mr ER General Personne POE Education Fyaivations Leaves agron Department Notes Contacts leave L stDse EndDate Motes PDE eau zjem formos oeeo fe To report an employee on leave 1 Press CTRL A on your keyboard to add a new row to the grid and select the appropriate Leave code from the drop down list box as established in the LEAVES OF ABSENCE directory The description automatically displays 2 TAB to and enter the Start Date of the leave TAB to and enter the End Date of the leave or if the date is unknown leave the field blank However if you fail to specify an End Date the employee s benefits and seniority could be affected based on the setup of the leave code in the LEAVES OF ABSENCE directory 4 Select the PDE checkbox to indicate the employee is on a leave reportable to PIMS and if the leave is for a semester or longer Revised 9 24 2015 2015 Central Susquehanna Intermediate Unit USA Page 15 PIMS Staff Reporting Webinar EMPLOYEE PROFESSIONAL PERSONNEL INFORMATION CERTIF gt EMPLOYEE PROFESSIONAL PERSONNEL INFO PROFESSIONAL INFORMATION Employee Professional Personnel Information GIE Employee 333333333 Abel Kara A Class TEAC Professional Information Certificatio
6. SUSQUEHANNA INTERMEDIATE UNIT Education Levels DIRECTORIES gt EDUCATION LEVEL Education Level Directory Me ES ECH Education level 04 Description BACHELOR S DEGREE Higher Ed Institution 1051 Bachelor s degree 4 b Find Add Save Cancel Delete Exit Associate a PIMS defined Higher Ed Institution code with Education Levels for PIMS Staff and Staff Snapshot reporting The Education Level codes will be used on the EMPLOYEE MASTER PERSONNEL tab to record the highest completed education level for state reporting purposes This field is defaulted on the EMPLOYEE PROFESSIONAL PERSONNEL INFO PROFESSIONAL INFORMATION screen To prepare for PIMS reporting the existing Education Level codes automatically transition to the PIMS Higher Ed Institution codes Additional EDUCATION LEVEL DIRECTORY records may need to be entered if you have employees who will be reported for PIMS that fall under Higher Ed Institution codes that do not already exist in the directory Associate the Education Level with a PIMS defined Higher Ed Institution code Review the documents available at the PIMS site for a full list of available codes The following Education Level codes will automatically be updated with the corresponding Higher Ed Institution codes 07 Master s Equivalent Revised 9 24 2015 2015 Central Susquehanna Intermediate Unit USA Page 4 PIMS Staff Reporting Webinar gt CENTRAL 6 ai i i SUSOUEHANNA INTER
7. both private and public service in and out of the state of PA and all service before and after a break in service Unit Years Enter the total number of years this employee has spent in this school district or agency If an employee terminates service and then returns restart the Unit Years for the employer at 1 CERTIF gt UPDATE YEARS OF SERVICE Use this process to update the Total Years and Unit Years fields automatically on Employee Professional Personnel Information records Termination code Termination Date Enter a code established in the TERMINATION Directory to identify the primary reason this employee left professional employment and then enter the employee s Termination Date Revised 9 24 2015 2015 Central Susquehanna Intermediate Unit USA Page 16 PIMS Staff Reporting Webinar gt CENTRAL d J SUSQUEHANNA INTERMEDIATE UNIT Certification Info Tab While the information on this tab is not used for PIMS reporting it can be used to track an employee s certificates Some reports include the information on this tab Assignment Info Tab CERTIF gt EMPLOYEE PROFESSIONAL PERSONNEL INFO ASSIGNMENT INFO TAB Employee Professional Personnel Information Piel ES Employee 333333333 Abel Kara A lass TEAC Professional information Certification info Assignment Inia Assignment ET ELEMENTARY PRIMARY GRADES 1 3 Castle Hill Elementary Primary Assignment End Date II School 4
8. to export data for staff to a tab delimited file from which data records can be uploaded into the PIMS system for the required Staff Staff Snapshot Staff Assignment Staff Development and District Fact templates Review the PIMS Staff manuals for information about file layouts and information is to be included in the files A message displays when you select the PIMS STAFF REPORTING menu item The message informs you of the date on which the UPDATE YEARS OF SERVICE process was last performed If the displayed date occurs in the current year you may continue to perform the PIMS STAFF REPORTING process Otherwise you should perform the UPDATE YEARS OF SERVICE process before continuing with the PIMS STAFF REPORTING process eh The Update Years of Service process was last performed 09 17 2013 ee IF the Update Years of Service process has NOT been performed For this reporting year please do so before running the PIMS Staff Reporting File Report Would you like to continue with the PIMS Staff Reporting File Report process Run A Report Process PIMS Staff Reporting OR Run Options Output Options Selection Criteria School fear 14 ei 2013 2014 fiscal yr Snapshot Date j 0 21 2013 Last Snapshot Date 10 22 2012 include Total Salary Security Staff Only File Options I Staff le Staff Snapshot le Staff Assignment Staff Development Fact IT District Fact Flag local contract as under negotiations
9. 2 Hepplewhite Dr Address T ol se i State w gt d abaeuf Phone 570 234 2345 Unlisted Bldg Code MULE gt Mulberry Hill Elementary Birth Date 09 24 1985 Class Code TEAC TEACHER Gender F Group ID EZ Status Full time d E mail Address kabelmecsiuv org The fields located on the Employee Master General tab are used in PIMS Staff reporting as follows Personne POE Education Evaluations Leaves Payrol Department Notes Contacts SS No Social Security Number Nine digit number of identification for non certificated staff if no PPID Professional Personnel ID is available ID Alternate Staff ID a unique number used to identify an employee Last Last Name Long First First Name Long Mid Middle Name Suf Name Suffix Address 1 Address 2 City State Zip Phone Home Phone telephone number including area code Birth Date Birth Date Month day and year an individual was born Gender Gender Code M Male or F Female Status Staff Type F Full time P Part time Email Address Required Used to identify the email address for an employee This field is used in conjunction with the Job Description to create PVAAS user accounts NOTE To include directly employed or contracted Security Staff in the PIMS Staff reports you must create an EMPLOYEE MASTER GENERAL tab All required fields on the General tab must be populated If they are contracted employees select a Status of
10. 20 Address 2207 Loop Road Alt ID 792 Staff Type F Total rs of Sve 29 CLARE SUMMIT PA 17411 Birth Date 09 18 1957 Joh Class FE Higher Ed Inst 1054 Gender F Staff Status A Termination Code Phone Ethinic Code 5 Local Contract Termination Date Email nyeaverfavad arg Current Service Date 03 04 1996 Exit Date Salary 65 796 Joh Description sys Qualification Status Emp Elig Status Auth for Weapon Hame Yalch Denise E PPID 2356874 PIHS School HS Unit Yrs of Sve 3 Address 1708 Condor Lane Alt ID 508 Staff Type F Total Yrs of Sve 3 HOUSTON PA 15342 Birth Date 05 50 1977 Joh Class PE Higher Ed Inst 1054 Gender F Staff Status A Termination Code Phone Ethinic Code 1 Local Contract Termination Date Email dyalchsyved oarg Current Service Date 12 19 2000 Exit Date Salary 52 630 Joh Description swg Qualification Status Emp Elig Status Auth for Weapon N Employee Count 46 Active 44 Terminated If the Create File option was selected a final message displays the path were the files were saved Revised 9 24 2015 2015 Central Susquehanna Intermediate Unit USA Page 21 i PIMS Staff Reporting Webinar we i CENTRAL al l SUSQUEHANNA INTERMEDIATE UNIT Status I The files can be Found in Ch Be sure to retrieve the appropriate file s when you are ready to submit the information to PDE Revised 9 24 2015 2015 Central Susquehanna Intermediate Unit USA Page 22 PIMS Staff Repo
11. 752 Percent 1 000 Start Date 07 01 2015 Grade Levels Pre K Halt Day ar Fre KFull Day IT K 4Halt Day 3 IT K 4 Full Day ar IT K SHalt Day D IT K 5Full Day ST Assignment Select an assignment code from the list established in the CERTIFICATED ASSIGNMENT DIRECTORY to identify the area in which the employee is assigned School Select a school code as established in the SCHOOLS DIRECTORY to indicate the school where this employee is assigned in relation to his her assignment s The school name displays Percent Enter a percent of time in relation to the Assignment School selected above A warning message displays if the percent entered in this field does not equal the Percent on the PROFESSIONAL INFORMATION tab For full time staff be sure the percent totals equal 100 percent across ALL ASSIGNMENT INFO records Enter a separate ASSIGNMENT INFO record for each Assignment School Percent combination The total percent of time for all assignments for the entire school year should equal 100 for full time staff or less than 100 for part time Primary Assignment An indication of whether the assignment is the staff member s main assignment Additional assignments can be submitted for a staff member but only one assignment can be primary The Primary Assignment will be used to group staff into categories when averaging salaries To assist clients with populating this field we defaulted the Primary Assignment to be th
12. Exceptions For Payroll Period 06 01 2015 Thru 09 01 2015 psdistfacte Full Employee Name Part Code Personnel Category Ethnicity Gender Burkland Kent E F Missing Code American Indian Alaskan Native not Hispanic M Dyer John Michael JR F Missing Code American Indian Alaskan Native not Hispanic H Campbell Kevin R II F Missing Code Black or African American nor Hispanic H Giger Timothy A F Missing Code Black or African American not Hispanic H Ammerman Richard R F Missing Code Hispanic any race H Ash Jeffrey J F Missing Code Hispanic any race M hikey William E F Missing Code White not Hispanic H Andrezze Russell R F Missing Code White not Hispanic H Arbogast Sarmuel C F Missing Code White not Hispanic H Ashworth Willlard W Jr F Missing Code White not Hispanic H Revised 9 24 2015 2015 Central Susquehanna Intermediate Unit USA Page 26
13. Insurance Module I Auto Assign Employee ID fe Salary Module E Certification Module 5 Meat IDF DA Employee Module 5 e Last FiMS Snapshot Date 10232012 The AUN number defaults from the PAYROLL EMPLOYER PARAMETERS This field is referenced as the District code in the PIMS Staff templates HH The Last PIMS Snapshot Date is used as a flag to include terminated staff when generating the PIMS Staff reports If the employee s Termination Date on the EMPLOYEE PROFESSIONAL PERSONNEL INFO PROFESSIONAL INFORMATION TAB is after the Last PIMS Snapshot Date and before the current Snapshot Date when generating the PIMS Staff reports those employees will be listed in the reports files Only employees with a termination date between these dates should be on the reports Revised 9 24 2015 2015 Central Susquehanna Intermediate Unit USA Page 2 PIMS Staff Reporting Webinar 7 weg j CENTRAL d j SUSQUEHANNA INTERMEDIATE UNIT Certificate Assignments DIRECTORIES gt CERTIFICATE ASSIGNMENTS Certificate Assignment Directory Certneate Assignment 2044 Description ELEMENTARY PRIMARY GRADES 1 3 Grade Level Required M Valid for PIMS 4 r Eind Add Save Cancel Delete Exit Use the CERTIFICATE ASSIGNMENT DIRECTORY to maintain a directory of PDE defined certificate and non certificate assignment codes and descriptions The certificate assignment codes will be used when generating the PIMS Staff Assign
14. M Create File Include SSNOQ Directory ZiPimsi Ei insert 2 formatted disk Into vour A drive when selecting fo copy ol Sort Order Employee Run How Cancel School Year By default the current School Year fiscal year displays change as necessary Revised 9 24 2015 2015 Central Susquehanna Intermediate Unit USA Page 19 PIMS Staff Reporting Webinar 7 D i CENTRAL d d j SUSQUEHANNA INTERMEDIATE UNIT Snapshot Date Enter the Snapshot Date from the PIMS Data Collection Schedule based on the Data collection period The Staff Snapshot file includes the Snapshot Date as part of the file but the Staff file does not include this date Last PIMS Snapshot Date This field is displayed from the PERSONNEL EMPLOYER PARAMETERS screen This date is used for reporting terminated staff from the Last PIMS Snapshot Date through the Snapshot Date specified Include Total Salary Select this option to report compensations in addition to the base salary entered in SALARY gt EMPLOYEE SALARY HISTORY The Annual Salary field in PIMS reports files defaults from the EMPLOYEE SALARY HISTORY record where the contract date is 07 01 of the specified School Year fiscal year If EMPLOYEE SALARY HISTORY information is not found for 07 01 of the specified School Year the salary information is selected from the Annual Salary field on the PAYROLL gt EMPLOYEE MASTER WAGE INFO tab File Options Select each file option Staff Staff S
15. MEDIATE UNIT Leaves of Absence DIRECTORIES gt LEAVE OF ABSENCE Leave of Absence Directory Leave of Absence FMLA Description Family Medical Leave Act Absence Benefits Insurance Benefits L Accrue Senioritv Months T PIMS Leave 0 Other d p Find A i Cancel Delete The LEAVE OF ABSENCE DIRECTORY screen allows you to identify the types of employee leaves of absence with user defined codes The codes you establish will be used on the EMPLOYEE MASTER LEAVES tab to identify the type of leaves employees may take If an employee is checked to report to PDE on the EMPLOYEE MASTER LEAVES tab this PIMS Leave code is shown on the Staff and Staff Snapshot reports files as the Staff Status The PIMS Leave codes are defined by PIMS and are pre loaded for your convenience Select the most appropriate PIMS Leave code that best matches the specified Leave of Absence code A PIMS Leave code must be selected for ALL Leave of Absence codes created Valid PIMS Leave codes include the following Military Leave Sabbatical Leave e Workers Compensation Revised 9 24 2015 2015 Central Susquehanna Intermediate Unit USA Page 5 PIMS Staff Reporting Webinar weg i CENTRAL M d l SUSQUEHANNA INTERMEDIATE UNIT PIMS Leave DIRECTORIES gt PIMS LEAVE ECH PIMS Leave Io Description ouer d Find Add Save Cancel Delete Exit The PIMS LEAVE DIRECTORY is preloaded with
16. al Susquehanna Intermediate Unit USA P N Starr Reporting Webinar wg i CENTRAL d j SUSQUEHANNA INTERMEDIATE UNIT INTRODUCTION This Learning Guide will review what is needed in the Personnel application to ensure accurate Staff reporting to the Pennsylvania Information Management System PIMS Information for PIMS STAFF REPORTING must be added in various directories the EMPLOYEE MASTER record and the EMPLOYEE PROFESSIONAL PERSONNEL INFORMATION record See the following sections for details regarding field entries as they apply to PIMS STAFF REPORTING The following PIMS reports and files are generated from the Personnel application Staff Staff Snapshot Staff Assignment Staff Development Fact District Fact District Fact for Support Personnel Data Revised 9 24 2015 2015 Central Susquehanna Intermediate Unit USA Page 1 PIMS Staff Reporting Webinar en i CENTRAL D j SUSQUEHANNA INTERMEDIATE UNIT DIRECTORIES USED FOR PIMS REPORTING Personnel Employer Parameters DIRECTORIES gt PERSONNEL EMPLOYER PARAMETERS Personnel Employer Parameters 0 Current fiscal year 2013 2014 fiscal yr Mame Sunny Valley School District Contact Cora Livingston Address i Sunny Lane Phone 570 555 1200 Ext 2180 Fax a70 555 1307 City Fairview E Mail livingston sy org atate Pa Zip 16415 mm soft TD Selection AUK om 724203 Absence Module I
17. and if the Race of Hawaiian Pacific Islander is selected code 10 Native Hawaiian Pacific Islander is reported Hispanic Select this checkbox option ONLY if the employee is Hispanic or Latino This field is used as the basis for many state and federal reports Race REQUIRED Select one or more race code checkbox options as applicable By default these options are selected based on existing Ethnicity codes change as necessary Exit Date Enter the date an employee ended employment This field is listed on the Staff and Staff Snapshot reports NOTE For PIMS reporting of directly employed or contracted security staff the Hire Date and Ethnicity are also required Revised 9 24 2015 2015 Central Susquehanna Intermediate Unit USA Page 10 PIMS Staff Reporting Webinar e tT CENTRAL 8 S j SUSQUEHANNA INTERMEDIATE UNIT PDE Tab EMPL gt EMPLOYEE MASTER PDE TAB Employee Master Personnel Jo BS Mo Jaaa MRS Kara Abel IO 3 Last Abe First Kara Wale Prel MRS suf Generat Personnes POE Education Evaluations Leaves Payrol Department Notes Contacts Educ Level U4 BACHELOR S DEGREE Current Service Date 02 09 1988 PIMS School ar57 Wulberry Hill Elementary PIMS Job Class PE gt Professional Employee PIMS Job Description sws School Student Access upper Employment Eligible 1030 Original or Certified Copy of Act 48 Start Date U7 7U1 201n0 Clearances Issued Receive
18. be changed The current status types that have the Include in PIMS Reporting check box selected are a im O o e SSS So School Security Staff Long Term Sub Staff Only To enter a PROFESSIONAL STATUS code click the Add button 1 Enter a user defined Code up to two characters to identify a professional status in your district 2 Enter a Description of the professional status 3 Include in PIMS Reporting By default when you add a record this option is not selected indicating that the professional status will NOT be included in PIMS Staff Reporting Select this option to indicate that the professional status should be included in PIMS Staff Reporting An example of a code to be added could be Code A Description Administrator with the Include in PIMS Reporting option selected 4 Click the Save button Revised 9 24 2015 2015 Central Susquehanna Intermediate Unit USA Page 7 PIMS Staff Reporting Webinar en i CENTRAL j SUSQUEHANNA INTERMEDIATE UNIT Schools DIRECTORIES gt SCHOOLS School Directory Mel School 4752 Mame Castle Hill Elementary AUN Substitute School Bldg Type 4 gt Find Add Save Cancel Delete Exit The SCHOOL DIRECTORY is used to maintain a directory of PDE defined school codes and descriptions Be sure each school in your district is identified with the school number assigned by PDE The PIMS manual lists some additional c
19. d FIT ii ii Immigration rir Ir gt up EE Acta4Mforisiges ss acta fae tailer ir End Date 07 01 2017 atif 11 Zz sem i ualttcatlon EE EES E Pa epa Gry ia i EE Dn Termination Code Termination Date if Educ Level REQUIRED Select a code as established in the EDUCATION LEVEL DIRECTORY to indicate the highest level of education reached by this employee During PIMS staff reporting the education level is replaced with Higher Ed Institution code as established in the EDUCATION LEVEL DIRECTORY Current Service Date REQUIRED Enter the start date for the employee s current professional position This field is required for PIMS Staff reporting PIMS School REQUIRED Select a school code as established in the SCHOOLS DIRECTORY to indicate the school for PIMS Staff and Staff Snapshot reporting The school name displays PIMS Job Class Optional Defines the nature of an employee s participation in the work force Valid PIMS codes are now limited to the following PE Professional Employee 1379 Contractual SC Subcontracted Employee 1383 Employed with an outside organization OE Other Employee 1386 Other employment status SP Substitute Other than Professional or Temporary Professional Revised 9 24 2015 2015 Central Susquehanna Intermediate Unit USA Page 11 PIMS Staff Reporting Webinar amp D i CENTRAL gd H SUSQUEHANNA INTERMEDIATE UNIT men If another co
20. de is selected a warning message displays Employees with codes not currently used by PDE will be listed on the exception report A valid PIMS code must be selected to include the employee in PIMS reporting Select CERTIF gt PIMS DATA LOADS gt MASS UPDATE PIMS JOB CLASS process to mass update the PIMS Job Class field for all employees whose records contain the specified Class Code s Job Description REQUIRED Select the level of access that should be granted in the PVAAS Roster Verification system for this school year SWS School and Student Access Access to PVAAS school level and PVAAS student level data SNS School and No Student Access Access to PVAAS school level reporting NO access to PVAAS student level data NPA No PVASS Access NO access provided to PVAAS NOTE LWS and LNS have been removed as valid Job Description codes Select CERTIF gt PIMS DATA LOADS gt MASS UPDATE PIMS JOB DESCRIPTION process to mass update the PIMS Job Description field for all employees whose records contain the specified Class Code s Run A Report Process Mass Update PIMS Job Description Run Options Output Options Employes Selection Criteri PIMS Job Description EE Class Codes Employment Eligible Optional Select a valid employment eligibility verification code as defined by PIMS This is a form of documentation given by an individual to verify his her eligibility to be legally employed in the Uni
21. e 10 2 2012 and on or prior to the Current Snapshot Date 10 21 2015 IF this is mot the correct date please correct it before creating the File s Would you like to continue with the PIMS File Repork process If this is not the correct date you can correct it in the DIRECTORIES gt PERSONNEL EMPLOYER PARAMETERS BEFORE running the PIMS Staff File Report If you click Yes to continue a report displays for each File Option you selected Include SSNO This field is only visible if the Staff and or Staff Snapshot File Options are selected AND the Create File option is selected Optionally select this check box to include the employee Social Security numbers in the generated file s Directory This option is only visible if the Create File option is selected Use the ellipsis button to identify the directory where you would like the data file to be stored Leave blank to save the file to your CSIU User directory If you are an eService client use your T drive to save files to your home drive Revised 9 24 2015 2015 Central Susquehanna Intermediate Unit USA Page 20 PIMS Staff Reporting Webinar a amp CENTRAL L iall i SUSQUEHANNA mm INTERMEDIATE UNIT After all Run Options have been selected click the Run Now button Reports are automatically generated for each specified File Option selected NOTE At the end of each report exceptions are listed and the field to be corrected is marked with a double asteris
22. e Assignment with the highest Percent per employee If an employee has assignments with the same percent example 50 50 one is defaulted as the Primary and the client must update as needed Revised 9 24 2015 2015 Central Susquehanna Intermediate Unit USA Page 17 PIMS Staff Reporting Webinar 7 weg j CENTRAL g M j SUSQUEHANNA INTERMEDIATE UNIT Start Date Assignment Date If the assignment is a continuation from the previous school year enter the actual date the employee began this assignment as the Start Date For staff assignments within the current school year enter the actual Start Date of the staff assignment End Date Completion Date Enter the date an employee left a specific assignment to move to another assignment or the date an employee was terminated Be sure to use an End Date on or before 6 30 if an assignment ended at the end of the fiscal year Grade Levels When the Grade Level Required option is selected on the CERTIFICATED ASSIGNMENT DIRECTORY for the selected Assignment you MUST select the checkbox for each grade level this employee teaches at this School Assignment combination However Grade Levels are not required for PIMS reporting Revised 9 24 2015 2015 Central Susquehanna Intermediate Unit USA Page 18 PIMS Staff Reporting Webinar GENERATING PIMS STAFF REPORTING FILES PIMS Staff Reporting CERTIF gt CERTIFICATION REPORTS gt PIMS STAFF REPORTING Use the PIMS STAFF REPORTING option
23. e checkbox option to report Y Yes they have authorization or leave blank to report N No they do not have authorization to carry a weapon Staff Development button click this button to record qualifications and training data for school security Staff who are directly employed or contracted by the LEA All security staff for the entire school year should be reported Select valid Activity Types as defined by PIMS Add a Staff Development History record for each applicable Activity Type Note ONLY one record per valid PIMS Activity can be entered for the same fiscal year Staff Development History Employee 9 StatDate EndDatej i ActivityType d Hours i Location mel EW Find Add Save Cancel Delete Exit Click the Add button to create a record The Employee ID automatically displays Start Date Enter the date of the most recent qualification or training Activity Type Select the type of qualification or training CPR CPR qualification First Aid First aid qualification INITIAL Initial training LOCAL Local training MPOETC Municipal Police Officer s Education and Training Commission MPOETC training NASRO National Association of School Resource Officers NASRO training WEAP Firearms qualifications 4 Hours As required for MPOETC NASRO or Local activity types enter the number of hours within the current school year that the employee attended the training Location Opti
24. k No one listed on the exception report is included in the file If errors exist make the necessary corrections and repeat this process until no exceptions are reported The District Fact file is generated when any of the PIMS files are created This is to be uploaded by the LEA to indicate they have NO school security staff to report Upload this file during the Safe Schools data collection period If you do have school security staff this file does not need to be uploaded to PIMS PIMS Staff Reporting Exceptions AUN 001724203 11 24 2008 panime Hame SMITH JUNE PPID SSH 9632587 Unit Yrs of Svc 2 Address pR 2 Box 2404 Alt ID 100009 S ype F Total Yrs of Svc 2 MONTROSE OH 18801 Birth Date 06 19 1946 Job Class 1356 S Higher Ed Inst Gender F Staff Status A Termination Code Phone 570 928 9680 Ethinic Code 5 Local Contract Termination Date Email jsuithtsurmvral org Current Service Date 09 22 1936 Exit Date Salary 39 604 Hame ZAPPA BOB PPID SSH 0023516 PIHS School 6000 Unit Yrs of Sre ll Address 123 Lawton Lane Alt ID 100150 Staff Type F Total Yrs of Super L LEWISBURG PA 17037 Birth Date 01 01 1965 Joh Class 1366 Higher Ed Inst 1054 Gender F Staff Status A Termination Code Phone j ae Local Contract Termination Date Email w amp Current Service Date Exit Date Salary oO PIMS Staff Reporting AUN 001724203 10 21 2013 Penne Hame Weaver Nancy L PPID 3156115 PIHS School HS Unit Yrs of Sc
25. luded in the report NOTE Only employees PAID within the Start End Date entered are included in the report Create File Select this checkbox option to create the PIMS file CSIU Support Staff recommend that you generate reports and ensure that any exceptions have been resolved before creating the file The file naming conventions follow those mandated by PDE Revised 9 24 2015 2015 Central Susquehanna Intermediate Unit USA Page 23 PIMS Staff Reporting Webinar gt CENTRAL l WW J SUSQUEHANNA INTERMEDIATE UNIT Employee Master EMPL gt EMPLOYEE MASTER PDE TAB Employee Master Personnel 55 Mo 191544619 Larissa A Acornley ip La al Acormley First Larissa hic A Prel k sur F General Personnel PDE Education Evaluations Leaves Paroi Department Notes Contacts HE Educ Level D Clearances Current Service Date iy Issued Received PIMS School FBI i r PIMS Job Class Immigration I ii ii PIMS Job Description et lr ES Supper 40 Librarywhtedia Support Staff Act 24 i ii ii MERSER uu J INSTRUCTION AIDES Paid staff members assigned to assist a teacher in activities reguiring minor decisions regarding students and in activities such as monitoring conducting rote exercises operating eguipment and clerking This does NOT include volunteer aides SCHOOL ADMIN SUPPORT STAFF Staff members in the school building whose activities are concerned wi
26. ment report file The Assignment codes are located on EMPLOYEE PROFESSIONAL PERSONNEL INFORMATION Assignment Info tab to identify areas of specialization in which educators are certified by PDE To enter a new Assignment code click the Add button 1 Enter an Assignment code the four digit PDE defined code See Appendix B in Volume 2 of the PIMS User Manual located on PIMS website for a list of valid assignment codes Enter a Description of the certificated assignment Grade Level Required Select this check box option if a grade level is required when this certificated assignment is selected in the Assignment field on the EMPLOYEE PROFESSIONAL PERSONNEL INFORMATION ASSIGNMENT INFO tab Grade levels are not included in PIMS Staff reporting but are required on the ASSIGNMENT INFO tab unless this checkmark is removed All existing Assignment codes were defaulted with this option selected 4 Valid for PIMS Select this checkbox option if the Assignment code is valid for reporting to PIMS NOTE ONLY those Certificate Assignments marked as Valid for PIMS reporting are available for selection on the EMPLOYEE PROFESSIONAL PERSONNEL INFORMATION ASSIGNMENT INFO tab 5 Click the Save button You can click the printer icon in the upper right corner of the screen to print a listing of the Assignment codes Revised 9 24 2015 2015 Central Susquehanna Intermediate Unit USA Page 3 PIMS Staff Reporting Webinar gt CENTRAL l WW J
27. n Info Assignment info Ethnicity 05 WhriterMon Hispanic PINS School 4 57 Mulberry Hill Elementary Birth Date oun J65 Educ Level 04 BACHELOR S DEGREE Professional ID 5623584 Termination Status Tenured Termination Date iy Percent 1 000 Tenure Date ff Total Years 2 00 Unt Years 2 00 Supervised j The Ethnicity Birth Date PIMS School and Educ Level are display only fields Any changes to these fields will need to be made on the EMPLOYEE MASTER GENERAL and PERSONNEL tabs Professional ID REQUIRED Enter the employee s seven digit professional ID as assigned by TIMS NOTE All staff even non certified MUST have a PPID Staff can obtain a PPID from the TIMS system The LEA cannot obtain PPID for their staff Status REQUIRED Select a code as established in the PROFESSIONAL STATUS DIRECTORY to indicate the employee s professional status The PIMS Staff Reports include only those employees with a Status that has the Include in PIMS Reporting option selected in the PROFESSIONAL STATUS DIRECTORY By default Tenured Temporary Long Term Substitute and School Security Staff Status types are marked to be included in PIMS reporting Percent REQUIRED Enter the percent of time the employee is employed in a professional position Note that 1 00 indicates Full Time Equivalency Total Years Enter the total number of years experience this employee has spent in education Be sure to include
28. napshot Staff Assignment Staff Development Fact and or District Fact for which to generate the associated report file Flag Local Contract as under negotiations This field is only visible when Staff or Staff Snapshot options are selected This option affects the Local Contract field in the Staff and Staff Snapshot PIMS submission files reports and indicates whether the staff member has a current contract or is working with a contract that is under negotiations If this checkbox option is selected the Local Contract field in the reports files will contain an N under negotiations for employees with the selected Class Code s If this option is not selected the Local Contract field defaults to a Y has a current contract Class Code This field is only visible when the Flag Local Contract as under negotiations option is selected Select the applicable Class Code s to indicate employees with a contract that is still being negotiated Create File Select this checkbox option to create the PIMS file for each selected File Option CSIU Support Staff recommend that you generate reports and ensure that any exceptions have been resolved before creating the PIMS file s The file naming conventions follow those mandated by PDE When creating any of the Staff files a message displays Status 5 The Last PIMS Submission Date is 10 22 2012 d J Terminated Staff will be included where the date occurs after the Last PIMS Snapshot Dat
29. odes 9999 LEA off site locations 0000 District office School Security Staff and IUs To enter a School code click the Add button 1 Enter a School code a four digit PDE defined code 2 Enter a Name of the school or location 3 AUN Only if reporting for multiple AUNs enter a valid nine digit Administrative Unit Number assigned by PDE for each School code Otherwise leave blank The AUN number from the Personnel Employer Parameters is used as the default for PIMS staff reporting 4 Click the Save button On the EMPLOYEE MASTER PERSONNEL tab the PIMS School code is used to indicate the primary school to which an employee is assigned This field is used when generating the PIMS Staff and Staff Snapshot reports files On the EMPLOYEE PROFESSIONAL PERSONNEL INFORMATION ASSIGNMENT INFO tab the PIMS School code is used to indicate the school where an employee is assigned in relation to his her assignment s This field is used when generating the PIMS Staff Assignment reports files PIMS Staff templates refer to this PIMS School field as the Location code Revised 9 24 2015 2015 Central Susquehanna Intermediate Unit USA Page 8 PIMS Staff Reporting Webinar gt CENTRAL Cl SUSOUEHANNA INTERMEDIATE UNIT EMPLOYEE MASTER General Tab EMPL 2 EMPLOYEE MASTER GENERAL TAB Employee Master Personnel Oe x S55 No 3333343333 MRS Kara A Abel ip P First Kare Wal Pre MRS Sut Perris Address 1 248
30. onally select a Location code established in the LOCATION DIRECTORY Title Optionally enter the title of the course or training Click the Save button when entry is complete Revised 9 24 2015 2015 Central Susquehanna Intermediate Unit USA Page 13 PIMS Staff Reporting Webinar 4 CENTRAL CMD SUSQUEHANNA INTERMEDIATE UNIT i em Professional button Click this button to view or maintain existing EMPLOYEE PROFESSIONAL PERSONNEL INFORMATION records After an SS ID is entered for school security staff the EMPLOYEE PROFESSIONAL PERSONNEL INFORMATION PROFESSIONAL and ASSIGNMENT records are automatically added a message displays to inform you Record Added e 5 WI 4 record was added to Employee Professional Personnel Information For PIMS Reporting PROFESSIONAL tab By default the Status S School Security Staff and Percent 1 00 are entered for you Professional ID Status School Security Stati e Percent 1 000 Total Years 0 00 Unit Years 0 00 ASSIGNMENT tab By default the Assignment code 9998 School code 0000 Percent 1 00 and Start Date 07 01 of the current school year are entered for you Assignment a998 SCHOOL SECURITY STAFF School OO r Percent 1 000 start Date OF 012008 End Date iff Revised 9 24 2015 2015 Central Susquehanna Intermediate Unit USA Page 14 PIMS Staff Reporting Webinar en i CENTRAL j
31. rting Webinar DISTRICT FACT FOR SUPPORT PERSONNEL DATA CERT gt CERTIFICATION REPORTS gt DISTRICT FACT FOR SUPPORT PERSONNEL DATA Previously the Public School Support Personnel SupPer For each Position Category the report includes totals for full time and part time employees by ethnicity and gender Use the information in Part One of the report to confirm employee totals in Part Two of the report Personnel Copyright 1999 to 2015 Central Susquehanna Intermediate Unit All rights reserved File Edit Directories Empl Abs Ins Certif Salary Appl Rpt Writer Admin Functions Window Help Enter CSTU Support Request Employee Professional Personnel Info Certification Reports Assignments Inquiry Report Employee Certification Information Update Years of Service Course Credit k PIMS data loads k Employee Certification Listing Employee Seniority Certification Report PIMS Staff Reporting Prof Staff Allocation Professional Assignments by Building Professional Personnel Listing District Fact for Support Personnel Data Run 4 Report Process District Fact for Support Personnel Data ME Es Run Options Output Options Search Criteria Start Date i if End Date iy Create Template File T Directory CN Sorted Ay Position Categories Status Gender Ethnicity Employee Run Now Cancel START END DATE Required Enter the beginning and ending dates of the pay period to be inc
32. ted States Revised 9 24 2015 2015 Central Susquehanna Intermediate Unit USA Page 12 PIMS Staff Reporting Webinar CENTRAL 8 S I SUSOUEHANNA INTERMEDIATE UNIT School Security Staff 5 ID 12346 Qualification 550 D School Security Officer Je Authorized to Carry a Weapon Staff Dev Professional SS ID Enter the staff ID required only for reporting school security staff Use the five digit Municipal Police Officer Training ID or the LEA must assign the individual a unique ID This field is automatically preceded by SS when generating PIMS reports files After an SS ID is entered the Qualification field the Authorized to Carry a Weapon checkbox and Staff Development button are enabled Qualification This field is available only if an SS ID is entered Applicable ONLY for school security staff select a valid staff Qualification code as defined by PIMS e SSO School Security Officer an officer employed by a school district who is granted power under subsection c 2 3 4 or any combination e SRO School Resource Office a law enforcement officer commissioned by a law enforcement agency whose duty station is in a school e SPO School Police Officer a noncommissioned officer employed by a school district or a vendor who is assigned to a school for routine safety and security duties Authorized to Carry Weapon checkbox This field is applicable ONLY for school security staff Select th
33. th support of the teaching and administrative duties of the office of the principal or department chairpersons including clerical staff and secretaries LEA ADMIN SUPPORT STAFF Staff members who provide direct support to district office LEA administrators including secretarial and other clerical staff LIBRARY MEDIA SUPPORT STAFF Staff members who render other library or media services such as preparing caring for and making available to members of the instructional staff the equipment films filmstrips transparencies tapes TV programs and similar materials whether maintained separately or as part of an instructional materials center ALL OTHER SUPPORT STAFF Support staff not reported in other categories such as data processing health plant and equipment maintenance bus drivers security and food service workers Revised 9 24 2015 2015 Central Susquehanna Intermediate Unit USA Page 24 PIMS Staff Reporting Webinar CENTRAL SUSQUEHANNA me INTERMEDIATE UNIT District Fact for Support Personnel Data For Payroll Period 0670172015 Thru 09 01 2015 psdisttfactd Full Employee Hame Part Code Personnel Category Ethnicity Gender Black June RF F 10 Instructional Aides American Indian Alaskan Native not Hispanic F Barr Kate M F 10 Instructional Aides Black or African American not Hispanic F Count 2 Carr Clarence A F 10 Instructional Aides Native Hawaiian or other Pacific Islander H Alberto Starr 3 F 10
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