PA PIMS Report

The Pennsylvania Information Management System (PIMS) is a collaborative effort of the Pennsylvania Department of Education (PDE) and the Local Education Agencies (LEAs) across the Commonwealth.

PDE requires that data be consolidated whenever possible due to changes in reporting requirements. In the past, data has only been captured at an aggregate level. Within PIMS, all data will be captured at the individual student level and staff level.

Menu Path

Choose Human Resources from the main navigation menu, then choose State. Click PA PIMS Report.

Submission Period

You must submit a snapshot of the data in the first week of October, and then the data is reported throughout the year.

Selection Rule

Employees who match the criteria specified on the PA PIMS Report - Reports page are selected and reported.

Prerequisites

Before creating the PA PIMS report, ensure that the following prerequisites are met:

Enter valid information in the Administrative Unit Number field on the Human Resources Profile - State page.
Enter valid information in the following fields on the Pennsylvania State Retirement page:
- Term Code
- Retiremnt Code
- PVAAS Code
- Emplymnt Basis
- Annual Salary
- Term Date
- PIMS Report
- Local Contract
Set up the following:
- Assignment Codes
- Locations
- Position Control
- Termination Codes
- User-Defined Codes (Populate the AI and PI tables)

Set Up Pay Codes

Use the PA PIMS Report - Setup page to create secondary pay codes for the annual salary calculation. If no pay code is entered, the annual salary from the primary pay rate is used.

On the PA PIMS Report - Employee Information page, click Setup Pay Codes.
Select a Secondary Pay Code.
Click Insert Row to add another secondary pay code.
Click Accept.

Upload PPID

Use the PA PIMS Report - Upload PPID page to upload the PPID numbers supplied by PERMS. The PPID numbers are added to the State Staff ID field on the Personnel tab of the Employee Infomation page for each employee on file.

You can also create the upload file. Use the format 9999999,,XXX-XX-XXXX

where

9999999 = 7 digit PPID number
XXX-XX-XXXX = Social Security Number with dashes

Download the Excel file from PERMS and save it to your server as a comma-delimited (.csv) file.
On the PA PIMS Report - Employee Information page, click Upload PPID.
Enter the directory and file name of the .csv file (for example, D:/PowerSchool ERP/ppid.csv).
Click Accept.
Click OK.

Load Data

Choose Load.
Select the Load Date, Termination Date, Assignment Start Date, and Assignment Completion Date.
Select Local Contract if you have contract employees. Otherwise, leave this option unchecked.
Select whether to include Reported, Long Term Substitute, and Resubmit employees.

If Long Term Substitute is selected, employees with an L in the PIMS Report field on the Pennsylvania State Retirement page who have a long-term substitute class code on their pay rate will be loaded and included in the Staff Template file, not in the Staff Snapshot.
Select a Location and enter a Staff State ID (PPID) if required.
Enter the Email Domains to be reported.

Enter at least one email domain. If an employee's email address contains one of the domains, that email address is reported in the Staff Template file. If the email address on PA PIMS Report - Employee Information page is updated, then that email address is reported in the Staff Template file regardless of the domain.
Click Load.
Click Yes if your employees are under Position Control.

If you click Yes, the assignment/position information is retrieved from Position Control. If you click No, the assignment/position information is retrieved from the Assignment page.
Click Yes.
Save the PA PIMS Load Summary report, then click OK.
Navigate to the folder containing the summary report file.
Inspect the file. Update data if needed.
Repeat these steps until all data is loaded.

The staff and staff assignment data are stored according to the load date. This date is not reported to PIMS. The employee's hire date is compared to the load date. If the employee's hire date falls after the load date, the employee is not loaded. The termination date is used to load employees who were terminated after the cut-off date. The assignment start date defaults to 07/01. The year is the fund accounting profile year minus 1. This date can be changed when loading data for the prior fiscal year.

The employee data is loaded into the PIMS Maintenance table using the Location on the Personnel tab of the Base Employee Information page. Only one record per employee is loaded into the PIMS Maintenance table regardless of the number of locations the employee works at. However, multiple records are allowed in the PIMS Assignment file. Since each location can have multiple positions, one assignment record is loaded for each assignment/position within a unique location.

Maintain Data

You can correct loaded data before submitting the report. However, any corrections to application information must also be updated in the source data.

On the PA PIMS Report - Employee Information page, specify the search criteria to find the required records, then click Search.
Add or manage records as needed:
- To add a record, click Add new. Refer to Field Descriptions, enter valid information, and click Save. Click Yes.
- To edit a record, double-click the record. Update the information and click Save.
- To delete a record, select the record and click Delete. Click Yes.

Field Descriptions

Demographic Information Tab

Field	Description	Database Field
Report Date	The date used to load the data for PIMS reporting. Display only.	Date Entered
School ID	The employee's work location. Display only. Retrieved from the Location field on the employee’s Assignment page. Required for the PIMS Staff and Staff Snapshot download.	hrm_locn.state_locn_code for matching person.location Assignment locations are based on one of the following: assignment.location position.locn (if using position control)
Employee Number	The employee's identification number. Display only.	employee.empl_no
Social Security	The employee's Social Security number, including dashes. If you change the number, a Confirmation box displays. Click Yes to make the change or No to restore the original number. Required for the PIMS Staff and Staff Snapshot download.	employee.ssn
Last Name	The employee's last name. Hyphens are allowed. Required for the PIMS Staff and Staff Snapshot download.	employee.l_name
First Name	The employee's first name. Required for the PIMS Staff and Staff Snapshot download.	employee.f_name
Middle Name	The employee's middle name. Required for the PIMS Staff and Staff Snapshot download.	employee.m_name
PIMS Report	Valid values: Reported Long Term Substitute Resubmit	empuser.tcode9 where page_no = '32000'
Gender	The employee's gender. Valid values: M - Male F - Female Required for the PIMS Staff and Staff Snapshot download.	person.sex
Gender Identity	The employee's gender identity. During the load process, the system checks the value in the Gender Identity field in the General section of the Employee Information page. The system then looks up the Gender Identity reference table and retrieves the State Code associated with the value in the Gender Identity field. If the State Code is X, the Gender Identity field on the PA PIMS Report - Employee Information page displays X. If the State Code is blank and the Code is X, the Gender Identity field on the PA PIMS Report - Employee Information page displays X. In other cases, the Gender Identity field is blank.	person.gender_identity or gender_identity_tbl.state_code if either are equal to X
Race	The employee's ethnic code. The code in the person table will be crosswalked to the PIMS codes automatically. Valid values: 1 - American Indian/Alaskan 3 - Black/African American 4 - Hispanic 5 - White 6 - Multi-racial 9 - Asian 10 - Hawaiian/Pacific Islander Required for the PIMS Staff and Staff Snapshot download.	person.race
Birth Date	The employee's birth date. This field is required for determining an employee's age in group life insurance calculations. Required for the PIMS Staff and Staff Snapshot download.	employee.birthdate
Highest Degree Code	The values are retrieved from the User-defined table PI.	user_ref.desc_x
PPID	The employee's PPID assigned by the state.	person.staff_state_id
Email Address	The employee's work email address.	employee.email_addr or employee.personal_email if the address has an email domain matching the domains entered when loading records
PVAAS Role	The employee's Pennsylvania Value-Added Assessment System (PVAAS) role. Valid values: SWS - School and Student Access SNS - School and No Student Access NPA - No PVAAS Access	empuser.tcode2[1,3] where page_no = '32000'

Position Information Tab

Field	Description	Database Field
Staff Type	The employee's staff type. Valid values: F - Full Time P - Part Time Required for the PIMS Staff and Staff Snapshot download.	person.part_time
Current Service Date	The employee's hire date for the position. Required for the PIMS Staff and Staff Snapshot download.	employee.hire_date
Exit Date	The employee's last working day. Required for the PIMS Staff and Staff Snapshot download.	person.term_date empuser.tcode8 (override field)
Salary	The employee's annual salary. Secondary rates defined on the PA PIMS Report - Setup page will be added to the primary. Required for the PIMS Staff and Staff Snapshot download.	payrate.annl_sal empuser.tcode7 (override field)
Active/Inactive Indicator	Indicates if the employee is active or inactive. The values are retrieved from the User-defined table AI.	user_ref.desc_x
Term Code	The employee's termination code. The values are retrieved from the Termination Codes table.	empuser.ftext9 (override field)
Employment Basis	The employee's PIMS employment basis. Valid values: CP - College Professor NTPE - Non-teaching Professional Employee PE - Teaching Professional Employee SC - Subcontracted Employee SP - Substitute other than Professional or Temporary Professional SPE - Substitute TPE - Temporary Professional Employee	empuser.tcode6
Total Years Experience	The employee's total experience in years. Required for the PIMS Staff and Staff Snapshot download.	person.yrs_total
Years Experience District	The employee's total experience in years within the school district. Required for the PIMS Staff and Staff Snapshot download.	person.yrs_district
Local Contract	Indicates if the employee has a current contract. Required for the PIMS Staff and Staff Snapshot download.	empuser.tcode10 (override field)

Create File

Choose Reports.
Create a hard copy of the report to verify data before you create the Staff Template or Staff Assignment file:
1. Under Report Choice, select Hard Copy Report.
2. In the Report Date field, select the date used in the Load Date field on the PA PIMS Report - PIMS Load page when loading data.
  
  The Snapshot Date field defaults to today's date. The School Year field defaults to the Year on the Fund Accounting Profile page.
3. Select Omit SSN to exclude the employee's social security number from the report.
4. Click Accept.
5. Select the Destination for the report:
  - Select File to save the report in .rpt format. In the File Name field, specify a path and file name.
  - Select Screen to save the report in .pdf format.
  - Select Excel to save the report in .xls format. Select the required Excel Options.
6. Click OK.
Save the report and navigate to the folder containing the file.
Inspect the file. Update data if needed.
Repeat these steps until all data is included.
Create the Staff Template or Staff Assignment file:
1. Under Report Choice, select Staff Template File or Staff Assignment File.
  - To generate the Staff Template file, select Staff Template File and leave the Snapshot Date field blank.
  - To generate the Staff Snapshot file, select Staff Template File and specify the Snapshot Date.
  - To generate the Staff Assignment file, select Staff Assignment File, specify the Report Date and School Year and leave the Snapshot Date field blank.
2. Click Accept.
3. Select the Destination for the report:
  - Select File to save the report in .rpt format. In the File Name field, specify a path and file name.
  - Select Screen to save the report in .pdf format.
  - Select Excel to save the report in .xls format. Select the required Excel Options.
4. Click OK.
Save the file, then click OK.