SIRS - Staff Snapshot Report
Before any staff record can be reported for an employee (such as Staff Assignment, Staff Evaluation, or Staff Tenure), a Staff Snapshot must be reported first. Currently, reporting staff snapshot data is necessary to meet requirements related to the Annual Professional Performance Review (APPR), provide access to the Engage NY portal (ENYP), and fulfill the BEDS Electronic Personnel Master File (ePMF) requirements.
Menu path
From the Human Resources menu, select State. From the State - NY menu, select SIRS - Staff Snapshot Report.
Submission period
The staff snapshot can be taken at any time during the year.
Selection rule
Employees who were paid in the selected year and belong to valid bargaining units are selected, and their snapshot information is reported.
Prerequisites
Enter the SIRS Teacher ID in the Staff State ID field on the Personnel tab of the Employee Information page.
Enter valid information on the Defined Page 32001 - State Required II page.
Set up Locations.
Complete the Setup procedure.
Setup
Set up the following before creating the SIRS - Staff Snapshot report:
Base salary job classes
Use the NY SIRS - Staff Snapshot Report - Setup - Base Salary Job Classes page to add additional salary along with the employee’s annual salary from the primary payrate.
On the NY SIRS - Staff Snapshot Report page, select Setup, and then Base Salary Job Classes.
Filter records using the filter criteria. To enter filter criteria:
Select an option in the first field.
Select or enter a value.
Select Add if the button is enabled.
Refer to Search for Records for more information.To add a record, click Add Record. Refer to Field descriptions and enter valid information in the required fields. Select Save, then Yes.
To edit a record, select the ellipsis in the Actions column, then select Edit. Update the information and select Save.
To delete a record, select the ellipsis in the Actions column, select Delete, then select Yes.
Field descriptions
The following table describes the fields on the NY SIRS - Staff Snapshot Report - Setup - Base Salary Job Classes page.
Field | Description | Data source or Valid values |
|---|---|---|
Base Salary Job Class Code | The job class code for the base salary. | The values in the drop-down list are retrieved from the Class Code and Title fields on the General tab of the Job Class page. |
Base Salary Job Class’s Pay Code | The pay code for the base salary job class. | The values in the drop-down list are retrieved from the Pay Code field on the Pay tab of the Job Class page. |
Bargaining units
On the start page, select Human Resources.
Select Entry & Processing, then from the Employee menu, select Employee Information.
Enter the search criteria, then select Search.
Select the relevant employee record, then select Accept.
Select the Personnel tab and note the Bargaining Unit field value.
On the NY SIRS - Staff Snapshot Report page, select Setup, and then Bargaining Units.
Select Add Record.
From the Bargaining Unit Code drop-down, select the field value noted in Step 5. For more information, refer to the Field description.
Select Save, then Yes. Repeat these steps and create Bargaining Unit Codes records for the remaining bargaining units you must report.
To edit a record, select the ellipsis in the Actions column, then select Edit. Update the information and select Save.
To delete a record, select the ellipsis in the Actions column, select Delete, then select Yes.
Field description
The following table describes the field on the NY SIRS - Staff Snapshot Report - Setup - Bargaining Units page.
Field | Description | Data source or Valid values |
|---|---|---|
Bargaining Unit Code | The bargaining unit's code. | The values in the drop-down list are retrieved from the Bargaining Unit and Title fields on the Bargaining Unit Table page. |
Email domains
Use the Email Domains option to specify allowable domains for work email addresses. The report includes email addresses listed on Employee Information pages that match these criteria.
The application searches for employee email addresses with the allowable domains during the load process. If the allowable domains are not defined, all employee email addresses are included in the report, irrespective of the email domain.
email domains will be used as it is from the employee information
On the NY SIRS - Staff Snapshot Report page, select Setup, and then Email Domains.
Filter records using the filter criteria. To enter filter criteria:
Select an option in the first field.
Select or enter a value.
Select Add if the button is enabled.
Refer to Search for Records for more information.To add a record, click Add Record. Refer to the Field description and enter valid information in the required field. Select Save, then Yes.
To edit a record, select the ellipsis in the Actions column, then select Edit. Update the information and select Save.
To delete a record, select the ellipsis in the Actions column, select Delete, then select Yes.
Field description
The following table describes the field on the NY SIRS - Staff Snapshot Report - Setup - Email Domains page.
Field | Description |
|---|---|
Allowable Email Domain | The allowable email domain. For example, domain.com. The domain name is the email address portion following the "@" symbol. Do not include the "@" in the domain name. |
Load data
On the NY SIRS - Staff Snapshot Report page, select Load.
Select the School Year.
The default is retrieved from the Year field on the Fund Accounting Profile page.Select the Report Date.
Enter the SIRS District Code.
Select Load, then Yes.
If data for the selected criteria is loaded, select Yes to delete and reload the data.
Save the Load Summary report and select OK.
Navigate to the folder containing the summary report file.
Inspect the file. Update data if needed.
Repeat these steps until all required data is loaded.
Maintain data
You can correct loaded data before submitting the report. However, any corrections must also be made to the source data.
On the NY SIRS - Staff Snapshot Report page, you can filter records using filter criteria. To enter filter criteria, select an option from the list and then enter or select a value.
To add a record, click Add Record. Refer to the Field descriptions and enter valid information in the required fields. Select Save, then Yes.
To edit a record, select the ellipsis in the Actions column and then select Edit. Update the information and select Save.
To delete a record, select the ellipsis in the Actions column, select Delete, and then select Yes.
To download the information, click Download, and then select Download PDF or Download as an Excel Document.
Field descriptions
The following sections describe the fields on the following tabs of the Staff Information form accessed from the NY SIRS - Staff Snapshot Report page:
Employee Information tab
The following table describes the fields on the Employee Information tab of the Staff Information form of the NY SIRS - Staff Snapshot Report page.
Field | Description | Load logic - Data source and Valid values |
|---|---|---|
School Year | The reporting fiscal year. | The default is retrieved from the Year field on the Fund Accounting Profile page. |
Report Date | The reporting date. | The field value is retrieved from the Report Date field on the NY SIRS - Staff Snapshot Report - Report page. |
Employee Number | The employee number. Select Lookup to search for and select an employee number. | The field value is retrieved from the Employee Number field on the Employee Information page. |
Last Name | The employee's last name. | The field value is retrieved from the Last Name field on the Employee Information page. |
First Name | The employee’s first name. | The field value is retrieved from the First Name field on the Employee Information page. |
Middle Name | The employee’s middle name. | The field value is retrieved from the Middle Name field on the Employee Information page. |
Gender | The employee’s gender. | The value is retrieved from the Sex at Birth field on the Employee Information page. Valid values:
|
Birth Date | The employee’s date of birth. | The value is retrieved from the Birthdate field on the Employee Information page. |
Local Location Code | The employee’s local location code. | The value is retrieved from the Location field on the Personnel tab of the Employee Information page. The values in the drop-down list are retrieved from the Location Table page. |
State Location Code | The employee’s state location code corresponding to the Local Location Code. | The system looks up the value in the Location field on the Personnel tab of the Employee Information page. The system then finds the corresponding State Location Code field value on the Location Table page and populates this field. |
Bargaining Unit | The employee’s bargaining unit. | The value is retrieved from the Bargaining Unit field on the Personnel tab of the Employee Information page. The values in the drop-down list are retrieved from the Bargaining Unit Table page. |
Staff ID | The employee’s staff ID. | The value is retrieved from the Staff State ID field on the Personnel tab of the Employee Information page. |
Email Address | The employee’s email address. | The value is retrieved from the Email field on the Employment tab of the Employee Information page. If the field is blank, the value is retrieved from the Personal Email field. |
Ethnic Information tab
The following table describes the fields on the Ethnic Information tab of the Staff Information form of the NY SIRS - Staff Snapshot Report page.
Field | Description | Load logic - Data source and Valid values |
|---|---|---|
Ethnic Code | The employee’s ethnic code. | The value is retrieved from the Ethnicity field on the Race/Ethnicity tab of the Employee Information page. Valid values:
|
Race 1 - Race 5 | The races the employee belongs to. | The values are retrieved from the Race/Ethnicity tab of the Employee Information page. The values in the drop-down list are retrieved from the Race Code Table page. |
Employment Information tab
The following table describes the fields on the Employment Information tab of the Staff Information form of the NY SIRS - Staff Snapshot Report page.
Field | Description | Load logic - Data source and Valid values |
|---|---|---|
Active/Inactive | Indicates whether the employment status is active or inactive. | Valid values:
The value depends on whether the employee has been terminated. For non-terminated employees, the value is A - Active. For terminated employees, the value is I - Inactive. |
Teacher/Principal | Indicates whether the employee is a teacher, principal, or both. | Valid values:
The value is retrieved from the Teach/Princ field on the Defined Page 32001 - State Required II page. |
Teacher Start Date | The date the employee was appointed as a teacher. | The value is retrieved from the Start as Teach field on the Defined Page 32001 - State Required II page. |
Principal Start Date | The date the employee was appointed as a principal. | The value is retrieved from the Start as Princ field on the Defined Page 32001 - State Required II page. |
Employment Basis/FTE | The full-time equivalency of the employee position expressed as a percentage. For example, 1.000 = 100%. | The value is retrieved from the Empl Base/FTE field on the Defined Page 32001 - State Required II page. |
Annual Salary | The employee’s gross yearly wages. | The application adds the Annual Salary from the employee's Primary Pay Rate and the Annual Salary from the employee's Pay Rate, mapped through the Additional Base Job Classes setup with dates falling within the current year range. |
Exit Date | The employee’s termination date. | The value is retrieved from the Last Day Worked field on the Employee Information page. If the Last Day Worked field is blank, the value is retrieved from the Last Date to Pay field. |
Exit Reason Code | The employee’s termination reason code. | Valid values:
The value is retrieved from the Reason field on the Employee Information page. If the value in the Reason field does not map to any value in the drop-down list, this field is blank. |
Days Worked | The total days the employee works in a year. | The value is retrieved from the Days Worked field on the Pay Rate Information page. |
Months Employed | The number of months the employee works during the school year. | The value is retrieved from the Months Worked field on the Defined Page 32001 - State Required II page. |
Years Experience - District | The number of years the employee worked for the organization. | The value is retrieved from the Years Employed field on the Employment tab of the Employee Information page. |
Years Experience - Total | The employee's total years of experience. | The value is retrieved from the Years in Total field on the Employment tab of the Employee Information page. |
Highest Degree | The employee’s highest degree. | Valid values:
The system looks up the employee’s highest degree on the Degree Data page. The system then finds the corresponding State Degree Code field value on the Degree Table page and populates this field. For example, if the State Degree Code field value is 5, the employee’s highest degree will be 5 - Bachelors degree. If the State Degree Code field value does not correspond to a value in this drop-down list, 0 - No higher education is selected. |
Professional Development | Indicates whether the employee received professional development opportunities. | Valid values:
The value is retrieved from the Recvd Prof Dev field on the Defined Page 32001 - State Required II page. If the Recvd Prof Dev field is blank and the Teach/Princ field value is T or B, a warning is included in the Load Summary report. |
Create file
On the NY SIRS - Staff Snapshot Report page, select Report.
Select the School Year.
The default is retrieved from the Year field on the Fund Accounting Profile page.Select the Report Date.
Create a hard copy of the report to verify data before you create the electronic file:
Select Hard Copy.
Select PDF or Excel.
Select Create, then Yes.
Save the file and select OK.
Navigate to the folder containing the report file.
Inspect the files. Update data if needed.
Repeat these steps until all the required data is included.
Create the electronic file:
Select Electronic File.
Select Create, and then Yes.
Save the file and select OK.
The default file name is NY SIRS Staff Snapshot Report_<School Year>_<creation date>.csv.
Follow the state's submission procedures.
Purge data
If you need to correct setups or employee data, purge the existing records and reload the data.
On the NY SIRS - Staff Snapshot Report page, select Purge.
Select the School Year and Report Date.
Select Submit.
Select Yes, and then OK.