new cpi coordinator training technology management
TRANSCRIPT
New CPI Coordinator
Training
Technology Management
Agenda
• Using the GaDOE public website• Linking to the secured portal• CPI
– What it is – Where – finding documentation– When it is– How – the Process
• Uploading• Validation and Error Resolution• Reports• Signing Off
– PSC Download8/22/2010 6:05:45 PM 2
Using the GaDOE Website
•Public website•Data CollectionDocumentation
•Secured “Portal”Login•Main Menu to CPI
Public Website http://www.gadoe.org/
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Data CollectionsTo View Documentation
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Documentation – All Data Collections
CPI
Race/ Ethnicity
Resources
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CPI Documentation - Select Year
2011 CPI Resources
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CPI Documentation List
Key Documents:
File Layout and Edit RulesData Elements GlossaryView/Download Code Tables
2011 Certified/Classified Personnel Information (CPI)
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File Layout and Edit Rules
Identifies data elements in each layout (record) and their placement in each record.
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Data Element Glossary
Provides detailed definitions of each data element in an alphabetic listing.
Each data element in the layout is further defined in this document.
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View/Download Code Tables
Provides code listings that can be viewed, printed, and downloaded.
Job CodesCertificate Type CodesSecondary Fund CodesSubject Matter Codes
Certificate Fund CodesTermination Codes
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Portal Login – Secured Site
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Select to Log In
Logging into the “Portal”
Need Login Access?
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Application Selection
You may have just one option available to you, depending on your access authority.
Don’t see CPI Active?? – contact your Security Officer.
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Select Cycle
October 2010 is Fiscal Yr 2011
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CPI Main Menu
Report MenuCPI File Upload
CPI Add/Edit/DeleteValidation Routine
Status Check List
PSC Data Request
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CPI Data Collection
Defining WHAT and WHEN it is..
Certified and Classified Personnel Information (Board Rule 160-5-2-.50)
Reporting of certified and classified personnel based on their role within your district
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State funding for certified staff (Training and Experience – T&E)
Determine Teacher Shortage Areas
Program Reviews State/Federal Reporting PSC for Highly Qualified Teacher
determinations for NCLB
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When is Data Collected?
Cycle One - October 5 -27, 2010 Data used for T&E funding and reports
Cycle Two - March 3-25, 2011 Data used for analysis and reports
Cycle Three – LEAVE - July 7- 21, 2011 Data used for analysis and reports
Fiscal Year 2011
A, B, C Records
A & DRecords
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Personnel Demographic Information- A Record
SSN: xxxxx9935 Personnel ID: 00000001
Full Name: BUNKER, ARCHIE Birth Date: (mm/dd/yyyy) 10/17/1965
Gender: M Race: 2
Employee Type Displaced Staff From
Personnel Demographic Information- B Record
Certified Emp Basis 1 Classified Emp Basis 0
Contract Days-Certified 190 Annual Work Days-Classified 0
Annual Contract Salary-Certified $51,740.00 Total Annual Salary-Classified $0.00
Certified YRS Experience 17 State Pay Step L4
Certificate Level 4 National Cert N
Termination Code 0 Termination Date
Local Years Service 11 Full Time Equivalent Salary $51,740.00
Assignment Information- C Record
SchoolID
School Name Percentof Time
AssignmentTYPE
In FieldStatus
CertificateType
JobCode
SubjectMatter
CertificateField
FundCode
0103 Sample High School 66.0 C I T 109 400 748 00
0103 Sample High School 34.0 C I T 112 910 748 00
Cert Level Effective Date Provision
Flag Certificate Field Code Begin Date End Date
4 07/01/1994 F T 748 05/20/2006 06/30/2014
PSC Details if available
‘A01’ Record – Basic
Demographics
‘B01’ Record – Contract
Information
‘C01’ Records - Assignments
Certification Data from PSC
Calculated Amount
March 2009 (CPI 2009-2) 234-SAMPLE County
Georgia Department of Education CPI Employee Record Detail
WHAT Data IS REPORTED?
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“REGULAR” DIRECT
CONTRACT EMPLOYEES
LONG-TERM SUBSTITUTES
3RD-PARTY CONTRACT EMPLOYEES
Staff Populations Reported
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EMPLOYEE TYPE = blank/nullo Direct contract with school districto Visiting International Faculty (VIF)
OREMPLOYEE TYPE = “B”Direct contract with school district
o Retired teachers who have come back o to teach full time
- not restricted to the salary schedule minimums Senate Bill 327 - Now OCGA 47-3-127.1
Regular Employee
EMPLOYEE TYPE = “L” Hired directly by the district. Has an hourly service agreement to “fill in” for either a
vacant permanent position or for a regular contract employee on leave.
Must teach in the same vacant position, or replace the same permanent employee, for at least six weeks to be considered “long term”.
Does not earn T&E dollars.
Long-Term Substitute
EMPLOYEE TYPE = “P” Not hired directly by the district. Independent contractors Staff hired by and paid through another
agency / private company Does not earn T&E dollars.
Third-Party Contract Employee
Report teachers - Job Codes 085 to 200 (EXCLUDE 080 Lottery Pre-School Regular Ed Teacher)
AND
Report special education service providers - Job Codes:
Adapted PE (485, 149); Audiology (481); Counseling (301, 306, 438); Diagnostic Services (479); Occupational Therapy (483); Physical Therapy (482); Psychological Services (404, 405, 406); Interpreter (437); Speech Path (480); School Health/Nurse (486); School Social Work (300, 412); Orientation and Mobility (484); Pre-School Paraprofessional (453); School Age Paraprofessional (436).
**See Employee Type in Data Element Glossary
Third-Party – Which Job Codes??
EMPLOYEE TYPE Code
Personnel Record Layouts
Certified T&E $
L Long-Term Substitutes
A No
P Third-Party Contracts
A & C No
B SB 327 Employees
(direct contract)A, B, & C Yes
Blank/null Other direct contract employees and VIF
A, B, & C Yes
Overview of Process
HOW it works…
From Your Local System to CPI
Local Data System
ExtractUpload to
DOE Application
Upload to DOE
Application
Archived Data *
Production Data
CPI
Ex: PC Genesis or local vendor system
Text file
storage after cycle
current cycle
* Note: Once data is “archived” after each cycle, you cannot view the employee detail reports.
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Entering Data in Local System
Good Data Entry in Local System Causes Less Errors On Upload
Local Software Assistance Vendor DocumentationVendor Help Line
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Creating An Extract
• Local system software has instructions•Contact vendor for assistance
• Extract •Text file located on PC hard drive or server•Formatted to meet GaDOE requirements•Can be viewed in text editor (Notepad)
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What an extract looks like…
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Comparing Extract Data to LayoutA-Record – Demographic Data20111611888888888A01F2MMMMMMMM, JOAN KAY 19491120000010005
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The Upload Process
From Extract To CPI…
Main Menu
Select CPI File Uploadto upload extract
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Upload Screen
Click on Browse to find and select extract
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Select extract from vendor’s location
Check your extract instructions for location of the extract file. If you need further instructions, contact vendor, or PC Genesis representative.
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Once selected, upload the file
Once extract file is selected, the path of the file will display in the path box. Click on “Upload File” to execute the upload.
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Upload Complete
Do not confuse “Upload Complete” (on screen)
with Process Being “Successful” (message via email)
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Validation &
Error Resolution
Correcting Your Data…
Validation Process – Error Checks
Status Message Line
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Upload and Validation Process
Create Extract
Upload Extract
Email to user logged into portal
Successful Process
PRE-VALIDATIONProcess
VALIDATION & Error Report Process
Process Failed
Error Report
“Upload Complete”
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“Process Failed” message on Main Menu Email sent to person logged into CPI
May indicate data lines that have error(s) Use Notepad or other text editor Check key fields first Look for unusual characters ($,%,!,etc.) Make corrections and re-upload
If Process Fails…
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Resolving Errors
CP008 - Errors and Warning Summary
CP009 - Error and Warnings Detail
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Error Summary Report – CP008
Click on Error Code for Detail List
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Error and Warning Detail – CP009
Click on Employee SSN to view Employee Records
999 Sample County
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Check File LayoutsLook at data element description in layoutLook at error message
Inspect data in local softwareInspect data in CPI
Strategy for …
Solving Errors
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Make corrections in local software Correct and re-upload to CPI Automatic revalidation Recheck CPI error listing
Strategy for …
Correcting Errors
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Status Check List Report
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ADD/EDIT/DELETE
Making On-Line Changes…
Correcting …
• Use for last-minute changes only!• Online changes – two methods to access employee’s detail records:
Add/Edit/Delete Error Listing Detail
• Revalidate after all corrections are made – you do not need to do after each record
Online in CPI
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Warning!• Re-uploading an extract will wipe out any online changes previously made online!
• Make sure all uploads are completed before making any last-minute changes online.
Correcting …
Online in CPI
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ADD – Example: Employee Not Terminated In Prior Cycle
Employee Terminated Last Cycle But Reported as “Active “ last cycle:
Enter: A-Record DemographicsB- Record Termination Code and “dummy date” for Termination Code:
(July 4th [cycle 1] or Dec 25th [cycle 2])NO C-Record AssignmentsThen SUBMIT (save)
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EDIT – changing data already uploaded
Don’t forget to SUBMIT (save) changes
Certification information is checked against cert data from PSC.8/22/2010 6:05:45 PM 54
DELETE – removing data online
Deleting will remove all
record levels for this SSN.
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Other Main Menu Options…
• Report Menu CPI Add/Edit/Delete Validation Routine Status Check List• PSC Data Request
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Reports
A Brief Look…
Report Menu is broken out by categories…Transmission, Certified, Classified, All Employees,
and link to PSC data
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access via1. “Data have Errors” Status Message
or 2. via the Reports Menu
TRANSMISSION
CP001 Transmission Verification CP008 Errors and Warning Summary
CP009 Errors and Warnings Detail
Error Reports
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T&E Related Reports In-Field vs. Out-of-Field ReportsSpecial Ed Reports CTAE ReportsNational Certification Duplicate ID Report
CERTIFIED CP003 Employee Training and Experience CP004 Employee In-Field Status Summary
CP005 Employees With Out of Field Status CP006 Employee Funding Source Summary
CP007 Employees Average Salary Summary CP011A CTAE- Contract Information
CP011B CTAE- Job Assignments CP012 Employee Record Summary
CP016 Employee Ethnicity and Gender CP019 Teacher National Certification
CP021 Teachers Avg Salary Comparison CP022 Employee Funding Source Detail
CP025 Certificate Expiration Dates CP027 Spec Ed Teachers of Students Age 3-21
CP028 Spec Ed Teachers of Students Age 6-21 CP029 Rel Srvcs Providers of Students Age 3-21
CP030 Duplicate Employee ID‘s CP031 Personnel Not Funded Through T&E
CP033 Employees Certificate Type 998 or 999 CP034 Years of Experience Comparison
v
v
Reports to Monitor
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Job Code ReportsActive vs Terminated Employees
Long-Term Subs & 3rd-Party Contracts
Reports to Monitor
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ALL EMPLOYEES CP002 Active Employee Summary
CP010 Employee Record Detail
CP014 Salary Greater Than $85,000
CP015 Employment Basis Greater Than1.25
CP018 Terminated Employees
CP020 Assignment Job Codes Not Reported
CP026 Active Employee Comparison
CP032 Personnel Reported Active in Last Cycle
CP036 Job Codes Summary by System
CP040 Long-Term Substitute Record Summary
CP041 Third-Party Contract Record Summary
CP100 System Sign-Of
Sign OffThe Superintendent’s Responsibility
GOAL:Have reports reviewed and ready to sign off before the CPI deadline, in case changes need to be made to your data.
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100 Sample County – 2011-1
Plan Your Calendar
• Deadlines are important Resolve duplicates early in the cycle Time to handle the unexpected Time to review data and reports Avoid “last-minute” stress!
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PSC Download
Certification Data For Your System…
PSC Data Download
Create file within local system (System #, Employee SSN) Upload using the PSC Data Request link
What does this create:File consisting of:
Z01 layout records Y01 layout records See CPI-PSC Certificate File Layout and Edit Rules» Download the CPI/Professional Standards Commission
(PSC) certificate file layout and edit rules in .PDF formatHow is this helpful:
Ability to upload PSC data into local systemUpdate certification data for certified personnel
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Need Assistance?
• Email questions and problems to:– [email protected]– Or call the Help Line at 800-869-1011
• Help Desk can assist with• CPI• PC Genesis (GaDOE software)• Cannot assist with vendor software
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