HRP OnSIS Overview

Step By Step Processes

Overview

The following is a high level overview describing the enhanced OnSIS process.

1.     The 3 new K212 HRP tables (EC_EMPLOYEE_ONSIS, EC_EMPLOYEE_ONSIS_INSTRUCTION and EC_EMPLOYEE_ONSIS_TLA) will need to be populated with the OnSIS data that is housed by the Ministry of Education.  There are 3 methods of populating this data. 

Method 1 

The OnSIS Import Job which is recommended for mass updates such as migrating data from OnSIS to K212 HRP.  The imported file used for this process can be created by the IT department of an individual board or from a third party application.    The CSV file downloaded from OnSIS can be used to import this data.

Method 2 

Manual changes on the OnSIS Assignment Maintenance screen for additions, deletions and updates of OnSIS Educator information.

Method 3

The OnSIS Automation process can be run to automatically update the OnSIS Assignment Maintenance screen based on data stored in K212 HRP.  Running this process may overwrite manual changes that are outside the norm of standard OnSIS rules.

2.     Prior to executing the OnSIS Submission function the OnSIS CSV file or files will need to be downloaded from the OnSIS website for the specific Submission Period (March, June, October) and Location (Elementary, Secondary, Board, Care and Treatment). 

Creating CSV files from OnSIS

Step 1.   Sign on to the OnSIS extranet URL: https://www.gsa.gov.on.ca

Step 2.   Select Queries, Reports and Extracts

Step 3.   Select Run Extract

Step 4.   Select SMS Extracts

Step 5.   Select Extracts List

Step 6.   Choose the Data Submission SMS Extract

·         For Elementary,Secondary and Care and Treatment: choose EXSMS-0001SS – Data Submission SMS Extract

·         For Board choose EXSMS-0001BS – Data Submission Board SMS Extract

Step 7.   Complete extract details

·         For Elementary,Secondary and Care and Treatment: complete School(s), Academic Year and Submission Period Type

·         For Board: complete Academic Year and Submission Period Type

Step 8.   Select Assignments

·         For Elementary, Secondary and Care and Treatment select Educator Assignments and Educator Assignments TLA

·         For Board select Educator Assignments

Step 9.   Choose Run Options

Step 10.        Select Processed Extract File

Step 11.        Select Download

Step 12.        Save downloaded files on the server in the Reports > Board Control > Log File directory file path

·         For Elementary save as 

ONSIS_SCH_EXTRACT_ELE.CSV  &   ONSIS_TLA_EXTRACT_ELE.CSV

·         For Secondary save as 

ONSIS_SCH_EXTRACT_SEC.CSV  &   ONSIS_TLA_EXTRACT_SEC.CSV

·         For Care and Treatment save as

ONSIS_SCH_EXTRACT_CARE.CSV & ONSIS_TLA_EXTRACT_CARE.CSV

·         For Board save as 

ONSIS_SCH_EXTRACT_BRD

3.     Once all educator information has been updated via the OnSIS Assignment Maintenance function then the OnSIS Submission function can be executed.  This function compares data from the 3 new tables to the downloaded CSV file.  Any educator updates for the submission period will be reported on the XML file generated in this process.  Please refer to the OnSIS Submission User Guide for more information.  

Onsis Submission for Elementary, Secondary or Board

Step 1.   Enter or modify the standard parameters (ie. Date and Time) and the module specific parameters

Step 2.   Press Submit to run the report

4.     The generated XML file is then uploaded to OnSIS via the OnSIS website.  Please refer to the OnSIS Submission User Guide for more information.  

Upload XML file to OnSIS

Step 1.   Sign on to the OnSIS extranet URL: https://www.gsa.gov.on.ca

Step 2.   Select Data Collection

Step 3.   Under Board Submission select Upload Batch File

Step 4.   Select ‘Browse’ to find xml file

Step 5.   Select ‘Submit’

Step 6.   Select View/Download Batch Results 

5.     Execute the OnSIS Submission Confirm process when the downloaded batch results have been verified and there are no more updates to be uploaded to OnSIS.  This process will update the Submission Confirm Date.  Once the OnSIS Confirm process has been successfully executed any future updates to the K212 HRP OnSIS data will be reported in the next submission period.

Initial Setup

The recommended method for adding OnSIS data for the first time would be via the OnSIS Import function.  Please refer to the OnSIS Import Job User Guide for more information.

Step 1.   Create the Import file.  For initial setup the downloaded CSV files can be used to import the OnSIS data to K212 HRP.  Although the import files can be created by any third party interface they must adhere to the record layout as described in the OnSIS Import Job User Guide.

Import File Names

Elementary

ONSIS_IMPORT_JOB_ELEM.CSV

ONSIS_IMPORT_JOB_ELEM_TLA.CSV

Secondary

ONSIS_IMPORT_JOB_SEC.CSV

ONSIS_IMPORT_JOB_SEC_TLA.CSV

Care and Treatment

ONSIS_IMPORT_JOB_CARE.CSV

ONSIS_IMPORT_JOB_CARE_TLA.CSV

Board

ONSIS_IMPORT_JOB_BRD.CSV

Step 2.   Execute the OnSIS Import Job to populate the OnSIS tables with the data from the import files.  Please note the LAST_SUBMITTED_DATE will have a Null value.

Step 3.   Execute the OnSIS Submission process to update the LAST_SUBMITTED_DATE with the current date.  This is required for the OnSIS Submission Confirm process to be executed successfully. 

Step 4.   Execute the OnSIS Confirm Batch Process to populate additional fields and essentially synchronize the data with the OnSIS database.   Please note a successful Confirm process will populate the SUBMISSION_CONFIRM_DATE with the current date.   If an OnSIS Location Type is specified in the OnSIS Import Process the same parameter is required in the Confirm Process.