EPIMS: ID Maintenance

1. EPIMS: ID Maintenance Tuesday & Wednesday April 24–25, 2007 Web-Conference Training

2. Agenda • Using ID maintenance • Assigning MEPIDs • MEPID conflict cases • Looking up MEPIDs • Updating characteristics • How to get started • Security roles • Timeline/Questions

3. EPIMS(Education Personnel Information Management System) MEPID(Massachusetts Education Personnel ID)

4. EPIMS Homepage ID Maintenance on the “Nav” Bar Your organization

5. Inputting Data • Accuracy is important • Capitalization is not

6. Group MEPID Assign

7. Mandatory fields First name Middle name/initial/NMN Last name Date of birth Gender License number Should be entered if one exists Enter “00” if individual does not have a DOE license, “01” if not known Local employee number Enter “0” if district does not use local employee numbers MEPID Assignment

8. MEPID Assignment File Header Line File Type District Code EPIMS,MEPID_ASSIGN,03530000Frank,NMN,Jones,02/02/1962,m,324581245,HS887 Mary,D,Allen,12/02/1954,f,567891233,HS315 June,D,Smith,11/05/1949,f,00,0 3 Records of Data Data format FirstName,MiddleName/Initial,LastName,DOB,Gender,LicenseNumber, LocalEmployeeNumber

9. Assign a Group of MEPIDs

10. Assign a Group of MEPIDs Click “Browse” to find the file on your computer

11. Error in File Structure Error NOTE: The district code should always be the eight digit code from the district through which you have permission to access EPIMS. The first four digits of the code are specific to your district. The next four digits are all zero.

12. File Upload Error List

13. MEPIDs Being Processed

14. Returned Files • Files are checked for errors • User is notified via email when complete • User logs in to EPIMS for results • Goes to Assign a Group of MEPIDs or • Goes to Reports and ID Maintenance Report • The file will be in the Transmitted File History box at either location

15. View the Results • File History available in 2 places • Assign MEPIDs to a Group of Individuals • Reports > ID Maintenance

16. Assignment Results: MEPIDs Assigned File Name List of MEPIDs Assigned

17. Assignment Results: MEPIDs Assigned • These records are ready to be downloaded and input into your local system Option to download assigned MEPIDs is at the bottom of the “MEPIDs Assigned” box

18. Assignment Results:MEPIDs Already Exist • Occurs when trying to assign a MEPID • System suspects the individual may already be in database • Decision to create a conflict case is made by the user • NOTE: SIMS creates a case automatically • Resolution of conflict is made by DOE staff

19. Assignment Results: MEPIDs Already Exist Next box on page is for conflicts: “MEPIDs Already Exist” Choose to create a conflict case

20. Assignment Results: MEPIDs Already Exist Select “continue” at the bottom of the “MEPIDs Already Exist” box to create conflict cases for all the checked records. There is also the option to download the conflicts.

21. Assignment Results: MEPIDs Already Exist If possible conflicts exist, the procedure should be: • Enter additional information (e.g., middle name instead of initial, license number instead of 01 for “not known”) or clarify existing information. • Check that you have not already included this person in a previous file uploaded by your district. • If steps 1 and 2 are unsuccessful in eliminating the problem, create a conflict case.

22. MEPID Conflict Case Page

23. Review Conflicts • Resolved MEPID Conflict Cases • DOE staff to resolve • Resolution time is within 1–2 business days • Unresolved MEPID Conflict Cases • DOE staff will contact the district if the case cannot be resolved without district assistance • You will get an alert email when conflicts are resolved.

24. Review Conflicts

25. Assignment Results: Records Contain Errors Next box on page is for records with formatting errors: “Records Contain Errors”

26. Assignment Results: Records Contain Errors • Errors must be corrected and records re-transmitted Option to download “Records Contain Errors”

27. Single MEPID Assign

28. Assign a MEPID

29. MEPID Assigned

30. MEPID Conflict link to “create a MEPID Conflict Case”

31. Group MEPID Lookupsand Verification

32. Group Lookup • 2 File Types/Headers: • WhenLooking Up MEPIDs • MEPID_LOOKUP • When Verifying MEPIDs • MEPID_VERIFICATION

33. Look Up a Group of MEPIDs Similar to Assign a Group of MEPIDs but there are two file types...

34. MEPID Lookup File Header Line File Type District Code EPIMS,MEPID_LOOKUP,03530000 Mary,D,Smith,09/01/1962,f,161231245, Hank,,West,10/06/1962,m,654325412,8897 Allie,,Green,11/11/1911,f,102333126,8789 3 Records of Data Data format (fields in purple are optional): FirstName,MiddleName/Initial,LastName,DOB,Gender, LicenseNumber, LocalEmployeeNumber

35. MEPID Verification File Header Line File Type District Code EPIMS,MEPID_VERIFICATION,0353000056489122,Frank,,Jones,,,, 64515871,Mary,,Baker,06/06/1966,f,, 48911125,,,,,,, 3 Records of Data Data format (fields in purple are optional): MEPID,FirstName,MiddleName/Initial,LastName,DOB,Gender,LicenseNumber, LocalEmployeeNumber

36. Lookup Group Results • 4 Results Returned for Lookup Results • MEPIDs Found • MEPIDs Not Found • Multiple MEPIDs Found • Records Contain Errors

37. Lookup Group Results • Differ from Assign Group Results • Lookup Results are Immediate • No confirmation email • Results page is temporary, you cannot return to it through the File History or the Reports section

38. Single MEPID Lookupsand Verification

39. Look Up a MEPID

40. MEPID Found

41. Update Characteristics • You must know the individual’s MEPID

42. Update Characteristics • No more than 2 changes within a two-month period

43. Update Characteristics • Must provide a reason for the change

44. Update Characteristics

45. Who can assign MEPIDs? • Districts decide • District administration • School administration • The district’s Directory Administrator assigns EPIMS security roles

46. EPIMS District Limited Full access to assign MEPIDs, transmit and validate staff roster and work assignment data, and submit data collection; view related reports EPIMS Security Roles EPIMS District Full Limited access to assign MEPIDs, transmit staff roster and work assignment data but can’t validate the collection; view related reports EPIMS School Assign single MEPIDs only, transmit and validate work assignment records (access limited to user’s own school and school-related records); view related reports EPIMS Certify Certify collection; view submission and certification history. Supt. Or designee

47. DOE Security Portal Address = https://www4.doemass.org

48. Timeline • May — EPIMS will open for MEPID assignment • Summer/Fall — Data Collection trainings • Fall — Data Collection will open • December — EPIMS Data Collection will close

49. Contact Information • Website: http://www.doe.mass.edu/infoservices/data/epims/ • Available for download: • Data Handbook and Appendices • File Format Document • Information Session Presentations by DOE and Pilot Districts • Training materials such as FAQ and streaming voice and video demonstration clips • Email: epims@doe.mass.edu • Phone: 781-338-6810

50. Questions