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

Agenda Using ID maintenance Assigning MEPIDs Looking up 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 ID Maintenance on the “Nav” Bar 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

MEPID Assignment File Header Line File Type District Code EPIMS,MEPID_ASSIGN,03530000 Frank,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

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.

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 MEPIDs or 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 places Assign MEPIDs to a Group of Individuals Reports > ID Maintenance

Assignment Results: MEPIDs Assigned File Name List of MEPIDs Assigned

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

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

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 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.

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.

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 Errors must be corrected and records re-transmitted Option to download “Records Contain Errors”

Single MEPID Assign

Assign a MEPID

MEPID Assigned

MEPID Conflict link to “create a MEPID Conflict Case”

Group MEPID Lookups and 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...

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

MEPID Verification File Header Line File Type District Code EPIMS,MEPID_VERIFICATION,03530000 56489122,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

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 Lookups and 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 Full Full access to assign MEPIDs, transmit and validate staff roster and work assignment data, and submit data collection; view related reports     EPIMS District Limited 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

Address = https://www4.doemass.org 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 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

Questions