Data Collections N EW CPI C OORDINATOR T RAINING

A GENDA  Using the GaDOE public website  Linking to the secured portal  CPI – What, Where, When – How – the Process Uploading Validation and Error Resolution Reports Signing Off – PSC Download 8/22/2010 6:05:45 PM

U SING THE G A DOE W EBSITE 1. Public website Data Collection Documentation 2. Secured “Portal”Login Main Menu to CPI

P UBLIC W EBSITE 8/22/2010 6:05:45 PM

D ATA C OLLECTIONS 8/22/2010 6:05:45 PM To View Documentation Select “Data Collections”

D OCUMENTATION – A LL D ATA C OLLECTIONS 8/22/2010 6:05:45 PM CPI Race/ Ethnicity Resources

CPI D OCUMENTATION - S ELECT Y EAR 8/22/2010 6:05:45 PM 2012 CPI Resources

CPI D OCUMENTATION L IST 8/22/2010 6:05:45 PM Key Documents: File Layout and Edit Rules Data Elements Glossary View/Download Code Tables 2012 Certified/Classified Personnel Information (CPI)

F ILE L AYOUT AND E DIT R ULES 8/22/2010 6:05:45 PM Identifies data elements in each layout (record) and their placement in each record.

D ATA E LEMENT G LOSSARY 8/22/2010 6:05:45 PM Provides detailed definitions of each data element in an alphabetic listing. Each data element in the layout is further defined in this document.

V IEW /D OWNLOAD C ODE T ABLES 8/22/2010 6:05:45 PM Provides code listings that can be viewed, printed, and downloaded. Job Codes Certificate Type Codes Secondary Fund Codes Subject Matter Codes Certificate Fund Codes Termination Codes

P ORTAL L OGIN – S ECURED S ITE 8/22/2010 6:05:45 PM Select to Log In

L OGGING INTO THE “P ORTAL ” 8/22/2010 6:05:45 PM Need Login Access?

A PPLICATION S ELECTION 8/22/2010 6:05:45 PM You may have just one option available to you, depending on your access authority. Don’t see CPI Active?? – contact your Security Officer.

S ELECT C YCLE 8/22/2010 6:05:45 PM October 2011 is Fiscal Yr 2012

CPI M AIN M ENU 8/22/2010 6:05:45 PM Report Menu CPI File Upload CPI Add/Edit/Delete Validation Routine Status Check List PSC Data Request

Defining WHAT and WHEN it is.. CPI D ATA C OLLECTION

 Certified and Classified Personnel Information (Board Rule )  Reporting of certified and classified personnel based on their role within your district 8/22/2010 6:05:45 PM

 State funding for certified staff  (Training and Experience – T&E)  Math/Science Incentive Funding  Determine Teacher Shortage Areas  Program Reviews  State/Federal Reporting  PSC for Highly Qualified Teacher determinations for NCLB 8/22/2010 6:05:45 PM 19

W HEN IS D ATA C OLLECTED ? 8/22/2010 6:05:45 PM 20  Cycle One - October 4 -27, 2011  Data used for T&E funding and reports  Cycle Two - March 1-23, 2012  Data used for analysis and reports  Cycle Three – LEAVE - July 5- 19, 2012  Data used for analysis and reports Fiscal Year 2012 A, B, C Records A & D Records

Personnel Demographic Information- A Record SSN:xxxxx9935Personnel ID: Full Name:BUNKER, ARCHIEBirth Date: (mm/dd/yyyy)10/17/1965 Gender:MRace:2 Employee TypeDisplaced Staff From Personnel Demographic Information- B Record Certified Emp Basis1Classified Emp Basis0 Contract Days-Certified190Annual Work Days-Classified0 Annual Contract Salary-Certified$51,740.00Total Annual Salary-Classified$0.00 Certified YRS Experience17State Pay StepL4 Certificate Level4National CertN Termination Code0Termination Date Local Years Service11Full Time Equivalent Salary$51, Assignment Information- C Record School ID School Name Percent of Time Assignment TYPE In Field Status Certificate Type Job Code Subject Matter Certificate Field Fund Code 0103Sample High School66.0 C I T Sample High School34.0 C I T Cert LevelEffective Date Provision Flag CertificateField CodeBegin DateEnd Date 407/01/1994FT74805/20/200606/30/2014 PSC Details if available ‘A01’ Record – Basic Demographics ‘B01’ Record – Contract Information ‘C01’ Records - Assignments Certification Data from PSC Calculated Amount March 2009 (CPI )234-SAMPLE County Georgia Department of EducationCPI Employee Record Detail WHAT DATA IS REPORTED ? 8/22/2010 6:05:45 PM Up to 6 records

“REGULAR” DIRECT CONTRACT EMPLOYEES LONG-TERM SUBSTITUTES 3 RD -PARTY CONTRACT EMPLOYEES S TAFF P OPULATIONS R EPORTED 8/22/2010 6:05:45 PM

 EMPLOYEE TYPE = blank/null o Direct contract with school district o Visiting International Faculty (VIF) OR  EMPLOYEE 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 Now OCGA  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 PersonnelRecord Layouts Certified T&E $ L Long-Term Substitutes ANo P Third-Party Contracts A & CNo B SB 327 Employees (direct contract) A, B, & CYes Blank/nullOther direct contract employees and VIF A, B, & CYes

O VERVIEW OF P ROCESS HOW it works…

F ROM Y OUR L OCAL S YSTEM TO CPI 8/22/2010 6:05:45 PM Local Data System Extract 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.

E NTERING D ATA IN L OCAL S YSTEM 8/22/2010 6:05:45 PM  Good Data Entry in Local System Causes Less Errors On Upload  Local Software Assistance  Vendor Documentation  Vendor Help Line

C REATING A N E XTRACT 8/22/2010 6:05:45 PM  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)

W HAT AN EXTRACT LOOKS LIKE … 8/22/2010 6:05:45 PM

C OMPARING E XTRACT D ATA TO L AYOUT 8/22/2010 6:05:45 PM A-Record – Demographic Data A01F2MMMMMMMM, JOAN KAY Personnel Demographic Information - A Record Element RecordPosition Description Field Type Field Length Required for:Edits Edit# FISCAL YEARA011-4Current fiscal year N4Certified, Classified, Active, Terminated FISCAL YEAR must be all four digits of the current valid fiscal year - e.g. fiscal year from July 1, 2006 to June 30, 2007 = "2007" E010 REPORT PERIOD A015Identifies the CPI reporting period. A1Certified, Classified, Active, Terminated REPORT PERIOD must be the current valid CPI period: "1" = October "2" = May "3" = July E020 SYSTEM CODEA016-8School System code. A3Certified, Classified, Active, Terminated SYSTEM CODE must be an active school system code in the Facilities Database. E041 SOCIAL SECURITY NUMBER A019-17Employee’s Social Security Number A9Certified, Classified, Active, Terminated SOCIAL SECURITY NUMBER must be employee's 9-digit Social security Number, right justified with expressed leading zeros. SOCIAL SECURITY NUMBER must be unique for every RECORD TYPE = "A01" in file for one SYSTEM. All personnel reported as active in CPI must be reported as either active or terminated in CPI SOCIAL SECURITY NUMBER must be unique for every RECORD TYPE = "A01" in entire STATE where TERMINATION CODE = zeros. E064 E805 E2016 W805 RECORD TYPEA Identifies part of the record layout. A3 Certified, Classified Active, Terminated RECORD TYPE must = "A01". Every active employee where TERMINATION CODE = zero or blank must have RECORD TYPE = "C01". Every employee with a RECORD TYPE = B01 must have a record with RECORD TYPE = ‘A01’ Every employee with a RECORD TYPE = ‘C01’ must have a record with RECORD TYPE = ‘A01’ Every employee with a RECORD TYPE = ‘A01 ’ must have a record with RECORD TYPE = ‘B01.’ E802 E803 E3033 E3034 E3035

T HE U PLOAD P ROCESS From Extract To CPI…

M AIN M ENU 8/22/2010 6:05:45 PM Select CPI File Upload to upload extract

U PLOAD S CREEN 8/22/2010 6:05:45 PM Click on Browse to find and select extract

S ELECT EXTRACT FROM VENDOR ’ S LOCATION 8/22/2010 6:05:45 PM Check your extract instructions for location of the extract file. If you need further instructions, contact vendor, or PC Genesis representative.

O NCE SELECTED, UPLOAD THE FILE 8/22/2010 6:05:45 PM Once extract file is selected, the path of the file will display in the path box. Click on “Upload File” to execute the upload.

U PLOAD C OMPLETE 8/22/2010 6:05:45 PM Do not confuse “Upload Complete” (on screen) with Process Being “Successful” (message via )

V ALIDATION AND E RROR R ESOLUTION Correcting Your Data…

V ALIDATION P ROCESS – E RROR C HECKS 8/22/2010 6:05:45 PM Status Message Line

U PLOAD AND V ALIDATION P ROCESS 8/22/2010 6:05:45 PM Create Extract Upload Extract to user logged into portal Successful Process PRE- VALIDATION Process VALIDATION & Error Report Process Process Failed Error Report “Upload Complete”

I F P ROCESS F AILS … 8/22/2010 6:05:45 PM  “Process Failed” message on Main Menu  sent to person logged into CPI  Indicates 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

R ESOLVING E RRORS 8/22/2010 6:05:45 PM CP008 - Errors and Warning Summary CP009 - Error and Warnings Detail

E RROR S UMMARY R EPORT – CP008 8/22/2010 6:05:45 PM Click on Error Code for Detail List

E RROR AND W ARNING D ETAIL – CP009 8/22/2010 6:05:45 PM Click on Employee SSN to view Employee Records 999 Sample County

8/22/2010 6:05:45 PM Check File Layouts Look at data element description in layout Look at error message Inspect data in local software Inspect data in CPI Strategy for … Solving Errors

8/22/2010 6:05:45 PM  Make corrections in local software  Correct and re-upload to CPI  Automatic revalidation  Recheck CPI error listing Strategy for … Correcting Errors

S TATUS C HECK L IST R EPORT 8/22/2010 6:05:45 PM

ADD/EDIT/DELETE Making On-Line Changes…

C ORRECTING … 8/22/2010 6:05:45 PM 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

W ARNING ! 8/22/2010 6:05:45 PM 52 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

ADD O NLINE – E XAMPLE : E MPLOYEE N OT T ERMINATED I N P RIOR C YCLE 8/22/2010 6:05:45 PM Employee Terminated Last Cycle But Reported as “Active “ last cycle: Enter: A-Record Demographics B- Record Termination Code and “dummy date” for Termination Code: (July 4 th [cycle 1] or Dec 25 th [cycle 2]) NO C-Record Assignments Then SUBMIT (save)

EDIT O NLINE – CHANGING DATA ALREADY UPLOADED 8/22/2010 6:05:45 PM Don’t forget to SUBMIT (save) changes Certification information is checked against cert data from PSC.

DELETE – REMOVING DATA ONLINE 8/22/2010 6:05:45 PM Deleting will remove all record levels for this SSN.

O THER M AIN M ENU O PTIONS … 8/22/2010 6:05:45 PM 56 Report Menu CPI Add/Edit/Delete Validation Routine Status Check List PSC Data Request

R EPORTS A Brief Look …

Report Menu is broken out by categories… Transmission, Certified, Classified, All Employees, and link to PSC data 8/22/2010 6:05:45 PM

ACCESS VIA 1. “D ATA HAVE E RRORS ” S TATUS M ESSAGE OR 2. THE R EPORTS M ENU 8/22/2010 6:05:45 PM TRANSMISSION CP001 Transmission Verification CP008 Errors and Warning Summary CP009 Errors and Warnings Detail Error Reports

T&E R ELATED R EPORTS I N -F IELD VS. O UT - OF -F IELD R EPORTS S PECIAL E D R EPORTS CTAE R EPORTS N ATIONAL C ERTIFICATION D UPLICATE ID R EPORT 8/22/2010 6:05:45 PM CERTIFIED CP003 Employee Training and ExperienceCP004 Employee In-Field Status Summary CP005 Employees With Out of Field StatusCP006 Employee Funding Source Summary CP007 Employees Average Salary SummaryCP011A CTAE- Contract Information CP011B CTAE- Job AssignmentsCP012 Employee Record Summary CP016 Employee Ethnicity and GenderCP019 Teacher National Certification CP021 Teachers Avg Salary ComparisonCP022 Employee Funding Source Detail CP025 Certificate Expiration DatesCP027 Spec Ed Teachers of Students Age 3-21 CP028 Spec Ed Teachers of Students Age 6-21CP029 Rel Srvcs Providers of Students Age 3-21 CP030 Duplicate Employee ID‘sCP031 Personnel Not Funded Through T&E CP033 Employees Certificate Type 998 or 999CP034 Years of Experience Comparison v v Reports to Monitor

J OB C ODE R EPORTS A CTIVE VS T ERMINATED E MPLOYEES L ONG -T ERM S UBS & 3 RD -P ARTY C ONTRACTS 8/22/2010 6:05:45 PM Reports to Monitor 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

S IGN O FF 8/22/2010 6:05:45 PM The 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. 100 Sample County –

P LAN Y OUR C ALENDAR 8/22/2010 6:05:45 PM Deadlines are important Resolve duplicates early in the cycle Please make the Initial Transmission deadline Build in time to handle the unexpected Build in time to review data and reports Avoid the “last-minute” stress!

PSC D OWNLOAD Certification Data For Your System…

PSC D ATA D OWNLOAD 8/22/2010 6:05:45 PM  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 format  How is this helpful:  Ability to upload PSC data into local system  Update certification data for certified personnel

N EED A SSISTANCE ? 8/22/2010 6:05:45 PM  questions and problems to:   Or call the Help Line at  Help Desk can assist with  CPI  PC Genesis (GaDOE software)  Cannot assist with vendor software