1. ADE EDIS READ & Optimizer TRAINING Colorado Department of Education
Debbie Puccetti
Created September 2010

2. Training will include What is EDIS READ
Accessing the ADE EDIS READ & Optimizer link
Preparing your file for submission
Steps to submit to EDIS Read
Using the Optimizer

3. ADE EDIS READ file submission
EDIS Read: Used when you need to search for a large batch of educators to verify if they have an EDID already assigned to them. This process WILL NOT assign or update an educator with an EDID.

4. Prepare your file layout per file layout specifications
Click on Automated Data Exchange Documentation
Click on Educator Identifier System
File layout and definitions documentation

5. Saving your file layout document
Once you have formatted your file data based on the file layout specifications.
Save the file, naming it er your districts four digit number. whatever file submission number you are on followed by the letter a. For example er a, erXXXX.##a
File type should be saved as a Formatted Text Space Delimited. Take off the .prn and click SAVE

6. ADE EDIS READ file submission link https://cdeapps.cde.state.co.us/
Click on Automated Data Exchange System
Enter your district User name and Password

7. Steps to submit ADE EDIS READ Submission
Type your EDIS User name and password
System: Choose EDIS Read Only
Collection Period: Leave as is
School year: Choose current year
Click on main menu

8. Submit ADE EDIS READ submission continued
Click on yes
Next screen click EDIS READ File Submission

9. Submit ADE EDIS READ submission continued
Click on Browse to find your file that you saved.
(Saved as erXXXX.##a)
Click submit upload file

10. Submit ADE EDIS READ submission continued
You will get an stating whether you passed all your edit checks on your file layout.
If you did not pass all edit checks then you will need to take a look at the reasons why you did not pass and fix these errors.
Click on Download or View Reports

11. Submit ADE EDIS READ submission continued
Click on Download Report (then save file) button
Save file as er.(your district number).txt erXXXX.txt
Then you can click close
Click on Download or View Reports

12. Your data summary report is a rather cumbersome report to work with
Your data summary report is a rather cumbersome report to work with. The optimizer will help you decipher if your educators have an EDID match. If no match is found you will know which educators need a new EDID number. The optimizer will help prepare the file for an ADE batch submission. Your file will include your updates and the records that need a new EDID.

13. You are now ready to use the optimizer.
You can access the optimizer on the ADE site
Choose Automated Data Exchange News & Updates
Choose Educator Identifier System EDIS
Right click on the optimizer link choose “save target as”
Save it where you will remember

14. Using the Optimizer Continued
Click on option
Security alert appears when the Optimizer is first opened
Click on Enable this content, click ok

15. Using the Optimizer Continued
Click on Begin EDIS READ Optimizing

16. Using the Optimizer Continued
Browse to find your file that you saved as:
erXXXX.txt
Click run optimizer. The length of time it takes to complete the process will depend on the size of your file
When completed a box will pop up saying report optimized, click ok

17. Using the Optimizer Continued
Click on Open case management screen. This window will match your submitted records with the matches found in the EDIS Read report. The comments field and the check boxes are the only user fields that may be altered. The check boxes at the end of each row in the possible matches section of the screen are used to select the correct match for each case.
Case management shortcuts are at the end of the slide presentation

18. Using the Optimizer Continued
After you have completed resolving all of the cases in the case management screen, close the case management screen and return to the EDIS Read Optimizer Switchboard and click on the button “Prepare EDIS Submission File”.
There are three steps you must perform in order to create a submission file

19. Using the Optimizer Continued
Step 1. Press the browse button and select, on your system, your original EDIS Read submission file. This file is not the report that you downloaded after your submission. This is the file that you originally submitted in order to create the EDIS Read Data Summary Report; it was named erXXXX.##a

20. Using the Optimizer Continued
Step 2. Enter your 4 digit district code in the text box.
Enter the file version that ADE indicates is appropriate for the submission.
Enter the fiscal year (current school year) that you are submitting in. e.g would be 11
Step 3. Press the “Export” button.

21. Using the Optimizer Continued Hang in there you’re almost done!
The file that is being created will be a file that is ready for you to submit to ADE EDIS for update to the EDID numbers that you found or a new EDID assignment.
The file will be created and saved to your “C:” directory.
The file will be in the following format “ei,” your district code, the file version, “a”, and “.txt” (i.e. ei314603a.txt). To submit your file you must first remove the “.txt” extension and place a period in front of the file version so that it is in the appropriate format for submission (i.e. ei a).

22. Optimizer Case Management Shortcuts

23. Links and Contact Information
Debbie Puccetti
RITS Consultant
Colorado Department of Education
ADE Site:
RITS EDIS Web:
Respondent Link:
(View only and add/update forms are found here)
File layout link: