epims: id maintenance

EPIMS: ID Maintenance

Tuesday & Wednesday

April 24–25, 2007

Web-Conference Training

Agenda

• Using ID maintenance• Assigning MEPIDs

– MEPID conflict cases

• Looking up MEPIDs• Updating characteristics• How to get started

– Security roles

• Timeline/Questions

EPIMS(Education Personnel Information

Management System)

MEPID(Massachusetts Education Personnel ID)

EPIMS Homepage

on the “Nav” Bar

ID Maintenance

Your organization

Inputting Data

• Accuracy is important

• Capitalization is not

Group MEPID Assign

MEPID AssignmentMandatory 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

EPIMS,MEPID_ASSIGN,03530000Frank,NMN,Jones,02/02/1962,m,324581245,HS887Mary,D,Allen,12/02/1954,f,567891233,HS315June,D,Smith,11/05/1949,f,00,0

Data formatFirstName,MiddleName/Initial,LastName,DOB,Gender,LicenseNumber, LocalEmployeeNumber

MEPID Assignment FileHeader Line

3 Records of Data

File Type District Code

Assign a Group of MEPIDs

Assign a Group of MEPIDs

Click “Browse” to find the file on your computer

Error in File Structure

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.

Error

File Upload Error List

MEPIDs Being Processed

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 MEPIDsor

– Goes to Reports and ID Maintenance Report– The file will be in the Transmitted File History

box at either location

View the Results

• File History available in 2 places1.Assign MEPIDs to a Group of Individuals

2.Reports > ID Maintenance

Assignment Results: MEPIDs Assigned

List of MEPIDs Assigned

File Name

Assignment Results: MEPIDs Assigned

Option to download assigned MEPIDs is at the bottom of the “MEPIDs Assigned” box

• These records are ready to be downloaded and input into your local system

• 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

Assignment Results:MEPIDs Already Exist

Next box on page is for conflicts: “MEPIDs Already Exist” Choose to create

a conflict case

Assignment Results: MEPIDs Already Exist

There is also the option to download the conflicts.

Select “continue” at the bottom of the “MEPIDs Already Exist” box to create conflict cases for all the checked records.

Assignment Results: MEPIDs Already Exist

Assignment Results: MEPIDs Already Exist

If possible conflicts exist, the procedure should be:

1. Enter additional information (e.g., middle name instead of initial, license number instead of 01 for “not known”) or clarify existing information.

2. Check that you have not already included this person in a previous file uploaded by your district.

3. If steps 1 and 2 are unsuccessful in eliminating the problem, create a conflict case.

MEPID Conflict Case Page

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.

Review Conflicts

Assignment Results: Records Contain Errors

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

Assignment Results: Records Contain Errors

Option to download “Records Contain Errors”

• Errors must be corrected and records re-transmitted

Single MEPID Assign

Assign a MEPID

MEPID Assigned

MEPID Conflict

link to “create a MEPID Conflict Case”

Group MEPID Lookupsand Verification

Group Lookup

• 2 File Types/Headers:

– When Looking Up MEPIDs • MEPID_LOOKUP

– When Verifying MEPIDs • MEPID_VERIFICATION

Look Up a Group of MEPIDs

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

EPIMS,MEPID_LOOKUP,03530000Mary,D,Smith,09/01/1962,f,161231245,Hank,,West,10/06/1962,m,654325412,8897Allie,,Green,11/11/1911,f,102333126,8789

Data format (fields in purple are optional):FirstName,MiddleName/Initial,LastName,DOB,Gender, LicenseNumber, LocalEmployeeNumber

MEPID Lookup FileHeader Line File Type District Code

3 Records of Data

EPIMS,MEPID_VERIFICATION,0353000056489122,Frank,,Jones,,,,64515871,Mary,,Baker,06/06/1966,f,,48911125,,,,,,,

Data format (fields in purple are optional):MEPID,FirstName,MiddleName/Initial,LastName,DOB,Gender,LicenseNumber, LocalEmployeeNumber

MEPID Verification FileHeader Line File Type District Code

3 Records of Data

Lookup Group Results

• 4 Results Returned for Lookup Results– MEPIDs Found– MEPIDs Not Found– Multiple MEPIDs Found– Records Contain Errors

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

Single MEPID Lookupsand Verification

Look Up a MEPID

MEPID Found

Update Characteristics

• You must know the individual’s MEPID

Update Characteristics

• No more than 2 changes within a two-month period

Update Characteristics

• Must provide a reason for the change

Update Characteristics

Who can assign MEPIDs?

• Districts decide– District administration– School administration

• The district’s Directory Administrator assigns EPIMS security roles

EPIMS Security Roles

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 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

DOE Security Portal

Address = https://www4.doemass.org

Timeline

• May — EPIMS will open for MEPID assignment

• Summer/Fall — Data Collection trainings

• Fall — Data Collection will open

• December — EPIMS Data Collection will close

Contact InformationWebsite: 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

Questions