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

2. 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

3. EPIMS (Education Personnel Information Management System)
MEPID (Massachusetts Education Personnel ID)

4. EPIMS Homepage
ID Maintenance
on the “Nav” Bar
Your organization

5. Inputting Data
Accuracy is important
Capitalization is not

6. Group MEPID Assign

7. 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

8. MEPID Assignment File Header Line File Type District Code
EPIMS,MEPID_ASSIGN, Frank,NMN,Jones,02/02/1962,m, ,HS887
Mary,D,Allen,12/02/1954,f, ,HS315
June,D,Smith,11/05/1949,f,00,0
3 Records of Data
Data format
FirstName,MiddleName/Initial,LastName,DOB,Gender,LicenseNumber, LocalEmployeeNumber

9. Assign a Group of MEPIDs

10. Assign a Group of MEPIDs
Click “Browse” to find the file on your computer

11. 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.

12. File Upload Error List

13. MEPIDs Being Processed

14. Returned Files Files are checked for errors
User is notified via 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

15. View the Results File History available in 2 places
Assign MEPIDs to a Group of Individuals
Reports > ID Maintenance

16. Assignment Results: MEPIDs Assigned
File Name
List of MEPIDs Assigned

17. 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

18. 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

19. Assignment Results: MEPIDs Already Exist
Next box on page is for conflicts: “MEPIDs Already Exist”
Choose to create a conflict case

20. 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.

21. 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.

22. MEPID Conflict Case Page

23. 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 when conflicts are resolved.

24. Review Conflicts

25. Assignment Results: Records Contain Errors
Next box on page is for records with formatting errors: “Records Contain Errors”

26. Assignment Results: Records Contain Errors
Errors must be corrected and records re-transmitted
Option to download “Records Contain Errors”

27. Single MEPID Assign

28. Assign a MEPID

29. MEPID Assigned

30. MEPID Conflict
link to “create a MEPID Conflict Case”

31. Group MEPID Lookups and Verification

32. Group Lookup 2 File Types/Headers: When Looking Up MEPIDs
MEPID_LOOKUP
When Verifying MEPIDs
MEPID_VERIFICATION

33. Look Up a Group of MEPIDs
Similar to Assign a Group of MEPIDs but there are two file types...

34. MEPID Lookup File Header Line File Type District Code
EPIMS,MEPID_LOOKUP,
Mary,D,Smith,09/01/1962,f, ,
Hank,,West,10/06/1962,m, ,8897
Allie,,Green,11/11/1911,f, ,8789
3 Records of Data
Data format (fields in purple are optional):
FirstName,MiddleName/Initial,LastName,DOB,Gender, LicenseNumber, LocalEmployeeNumber

35. MEPID Verification File
Header Line
File Type
District Code
EPIMS,MEPID_VERIFICATION, ,Frank,,Jones,,,,
,Mary,,Baker,06/06/1966,f,,
,,,,,,,
3 Records of Data
Data format (fields in purple are optional):
MEPID,FirstName,MiddleName/Initial,LastName,DOB,Gender,LicenseNumber, LocalEmployeeNumber

36. Lookup Group Results 4 Results Returned for Lookup Results
MEPIDs Found
MEPIDs Not Found
Multiple MEPIDs Found
Records Contain Errors

37. Lookup Group Results Differ from Assign Group Results
Lookup Results are Immediate
No confirmation
Results page is temporary, you cannot return to it through the File History or the Reports section

38. Single MEPID Lookups and Verification

39. Look Up a MEPID

40. MEPID Found

41. Update Characteristics
You must know the individual’s MEPID

42. Update Characteristics
No more than 2 changes within a two-month period

43. Update Characteristics
Must provide a reason for the change

44. Update Characteristics

45. Who can assign MEPIDs? Districts decide
District administration
School administration
The district’s Directory Administrator assigns EPIMS security roles

46. 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

47. Address = https://www4.doemass.org
DOE Security Portal
Address =

48. Timeline May — EPIMS will open for MEPID assignment
Summer/Fall — Data Collection trainings
Fall — Data Collection will open
December — EPIMS Data Collection will close

49. Contact Information
Website:
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
Phone:

50. Questions