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EMIS Hdbk pg 2 1

EMISADMINISTRATIVE VERSION

presented by Dr. Wendy V. Hamilton, Dept. Head, Office of Program

Development and Accountability

http://nmaes.nmsu.edu/emis/emis_admin.html

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EMIS Handbook

• New EMIS Instruction Handbook printed March ’02.

• Hardcopy available (call 646-7936).• Softcopy online at

http://cahe.nmsu.edu/employee/reporting/

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EMIS Software Data

• EMIS query tools can provide:

-facts/figures for detailing successes.

-program delivery trend information.

-civil rights audience contact figures.

-program outputs.

-performance appraisal information.

-personal program review data.


Monthly Reporting “Dues”

• Due by the 10th calendar day of each month (eg. May’s report is due by the 10th of June).

• “Rule of Three” – EMIS reports three months late, two or more times during a program year can cost a CES employee at least one merit point.

• Additional merit points can be lost by not submitting all twelve reports by Oct 20th of the current year.


Merit Scale

• Cost of Living Increases

• Merit Increases

1 = Unsatisfactory

2, 3, 4 = Needs Improvement

5, 6, 7 = Meets Expectations


Everyone Has A Role• Reporting is a monthly organizational

commitment.

• Every employee (administrative or programmatic, fulltime OR partial Extension appointment) reports through EMIS.

• Reporting software is being streamlined by the CES reporting and programming units.

• Reporting functions are being refined by you.


Latest Revisions

• As an Administrator, you can see your faculty/staff EMIS reports online at any time.

• You can see the dates information was entered.

• You can query faculty/staff time and/or resource commitments, audience outreach, and program involvement.

• Oct 1 ’02 is planned release date for EMIS software version that can be used on handheld device.


To Use EMIS Yourself

• To use EMIS yourself, go to:

www.cahe.nmsu.edu/reporting/reporting

• Username: first initial and last name (eg. whamilton (use all lower case).

• Password: First six digits of Social Security No. (eg. 123456)

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To Use EMIS to View Employee Reports

• To use EMIS to view faculty/staff reports go to:

http://nmaes.nmsu.edu/emis/emis_admin.html

• Username and Password are unique symbols for your Department. To obtain call Rose (646-7936), Wendy (646-5284) or Kim (646-5714).


EMIS Use by Staff

• If you have staff who hold the role of Program Assistant, FSNEP or ICAN! Educator, After School Program Coordinator or any other similar title AND work under the supervision of an Agent, they have been asked to enter their EMIS through a supervising faculty member.

• Staff use the EMIS comment box to indicate

who they are and what they’re submitting.


Guiding New Faculty/Staff

• New faculty or staff should begin reporting on EMIS at the end of their first full month of work.

• Extension’s reporting year begins Oct 1 and ends Sept 30 of each year.

• There is a ten day “grace deadline” (Oct 20) for faculty/staff to submit all their EMIS reports at the end of the program year.


EMIS Reporting Categories• Month and Year

• Major Program (four digit number)

• Program Area

• State Priority Code

• Subject No. (three digit number)

• Hrs Worked (used to est. program $ value)

• Location of Benefit (are you receiving help?)

• Audience Contacts (gender/ethnicity)

• Comments Section


Month & Year

• Each line of the EMIS report has a place to indicate the month and year being reported.

• Queries by date are based on this information.


Major Programs

• NM CES organizes programs under four areas.

• Agriculture (approx 100 programs)

• Home Economics (20 programs)

• Community Development (20 programs)

• 4-H (10 programs)

• Others - Civil Rights, Org & Mgt, Communications & Leaves (25 programs)


Program Area

1. Agriculture and Natural Resources

2. Community/Economic Development

3. Home Economics

4. 4-H Youth Development

5. Administration

6. Leave and Holidays


State Priority Code

0. Not Applicable (Leave,Holidays,Admin)

• Agricultural Profitability

• Economic Community Development

• Environmental Issues & Nat’l Res.

• Quality of Life for the People of NM

• International Involvement

• Volunteerism and Leadership Dev.

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Subject Numbers

• This code further definitions time spent on a specific aspect of a program plan.

• If time encompasses more than one subject, divide time expended and credit the different subject numbers with a portion of the time.


Hours Worked - What is Detailed Time?

• Detailed time* is 100 – 150 days of work.

• Non-detailed time is 78-128 days of work.

• 22 days of Annual Leave/yr.

• 11 Holidays**/yr.

• 261 Days in an Employment Year.

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Location of Benefit

• This number identifies the geographic location that benefited from the program or activity.


Audience Contacts• Often ethnicity is a best-guess.

• Here’s where civil rights records and EMIS reporting can save you time.

• Queries can be done to compare EMIS data with demographics.

• There may not have audience contacts for every line of EMIS reporting.

• Reporting mass media is OPTIONAL.


Comments Section

• The Comments box can be used to indicate things like:

• A wind storm was the reason for fewer days that month on a particular program, or

• The date a new program assistant came on board that month.

• The name of the ICAN! Educator reporting this EMIS program line.


Now That I Have Data, How Can I Use It?

• You are gathering useable data that can serve as some of the documentation of your Department’s breadth and depth.

• Tabulating or querying data is just a couple clicks away.

• You can query office data in any combination..let your imagine run wild!

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FAQ

• Answers to frequently asked questions:

Q. Why can’t I access EMIS?

A. If you can’t access EMIS online, it’s usually not your computer, it’s ours. Look for an email message telling you the server is done, try again later or call 646-7936.

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FAQ (cont.)

Q. What do I do if a number in the EMIS online program does not look correct to me?

A. If you see a mistake in EMIS numbers or text, it probably is a mistake. Let Rose know (646-5284).

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FAQ (cont.)

Q. I forgot my Department’s Username or Password. How can I get it?

A. Call Rose (646-7936), Wendy (646-5284) or Kim (646-5714.


FAQ (cont.)

Q. How can I see my entire Department’s faculty/staff EMIS reports at once?

A. Click on “Query” and then look at the bottom of the page and click on “Find”.

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FAQ (cont.)

Q. I am not sure that a faculty/staff member is reporting correctly on an event/program. Who do I call?

A. Call Wendy Hamilton (646-5284) and she will advise you on

reporting options.

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FAQ (cont.)

Q. If you have a faculty member new to Extension, how do they report on EMIS without having Major Program Plans to report against?

A. Look over Major Program numbers with them. Have them report against numbers that reflect what they are

doing. Major Program Plans are usually not written until a faculty member has been

on the job for awhile.

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Why Encourage Faculty/Staff To Do EMIS?

• Organizationally, it’s the right thing to do.

• It helps you track Departmental work.

• It’s a great tool for record keeping.

• It provides you with endless data query combinations you can report to the Dean.

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I Can’t Believe This Presentation Didn’t Cover…..

Need More Question Answered?

Call for Help.

Wendy Hamilton, 646-5284,

Rose Sanchez, 646-7936 or Kim Hand, 646-5714.

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Upcoming Online Reporting Programs

• Completing a Plan of Work – Jul ‘02• Writing County Narratives – Jul ‘02• Writing County and State Major Program

Plans – Jul ’02• Writing Co. Impact & Accomplishment

Reports (County I & A’s) – Aug ’02• Working w/ and Reporting Advisory Group

Membership – Aug ’02

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