PA PIMS Report - Load Data
Use the PA PIMS Report - PIMS Load page to specify the criteria for loading the required data for the report.
On the PA PIMS Report - Employee Information page, select Load.
Refer to the Field descriptions and enter or select the required load criteria.
Select Load.
Select Yes if your employees are under Position Control. If you select Yes, the assignment/position information is retrieved from Position Control. If you select No, the assignment/position information is retrieved from the Assignments page.
Select Yes.
If data for the selected criteria is loaded, select Yes to delete and reload the data.
Save the Load Summary report file and select OK.
If errors are encountered, save the Load Error log and select OK.
Navigate to the file location.
Inspect the files. Refer to Maintain data and update it as necessary.
Repeat these steps until no errors are encountered and all required data is loaded.
Field descriptions
The following table describes the fields on the PA PIMS Report - PIMS Load page.
Field | Description |
|---|---|
Load Date | The load date for the PIMS data. |
Termination Date | The termination cut-off date for employee records to be included in the report |
Assignment Start Date | The assignment start date to filter which employee assignments should be loaded. |
Assignment Completion Date | The assignment completion date to filter which employee assignments should be loaded. |
Local Contract | Indicates whether employees have a current contract. If this option is selected, only employees with current contracts are included in the report. |
Reported | Indicates whether to include employees with Reported selected in the PIMS Report field on the Demographic Information tab of the PA PIMS Report - Employee Information page. |
Long Term Substitute | Indicates whether to include employees with Long Term Substitute selected in the PIMS Report field on the Demographic Information tab of the PA PIMS Report - Employee Information page. |
Resubmit | Indicates whether to include employees with Resubmit selected in the PIMS Report field on the Demographic Information tab of the PA PIMS Report - Employee Information page. |
Location | The location code for which employees should be loaded. If a location is selected, employees are filtered by their work location. The values in the drop-down list are retrieved from the Location Table page. |
Staff State ID (PPID) | The Staff State IDs (PPIDs) to load. This allows selective loading of individual staff members. Use the pipe (|) symbol to separate multiple PPIDs. |
Email Domains | The allowable domain names for work email addresses (the part after the @ symbol). 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 field on the Demographic Information tab of the PA PIMS Report - Employee Information page is updated, then that email address is reported in the Staff Template file regardless of the domain. |
Load process
The staff and staff assignment data are stored according to the date of the load. 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 Employee Information page. Only one record per employee is loaded into the PIMS Maintenance table, regardless of the number of locations at which the employee works. 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.