epims: id maintenance tuesday & wednesday april 24–25, 2007 web-conference training
TRANSCRIPT
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 Assignment
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
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
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: [email protected]
Phone: 781-338-6810
Questions