1. www.FLDOE.org 1 F LORIDA E DUCATION I DENTIFIER (FLEID) I MPLEMENTATION P LAN S ARAH D UGGER June 24, 2015

2. www.FLDOE.org 2 Florida Education Identifier (FLEID) Florida Education Identifier - A code issued by the Florida Department of Education used to uniquely identify a person in Florida’s education data system. Previously added to FCS database elements Mandated by 2014 legislation (F.S. 1008.386)

3. www.FLDOE.org 3 FLEID Process Overview FL DOE acquired master data management (MDM) tool FL DOE worked with vendor to configure MDM matching algorithms, file transfer processes and custom user interface for resolving near match records FL DOE engaged pilot stakeholder group to review match data elements, match algorithms and custom user interface

4. www.FLDOE.org 4 FCS Pilot Project Stakeholder Colleges Daytona State College Florida Gateway College Indian River State College Miami Dade College Pensacola State College

5. www.FLDOE.org 5 Training Plan Summer 2015 – Interactive on-line training on the FLEID User Interface available for district and institution personnel June 2015 – Overview presentation for FACRAO on June 24 July 2015 – Presentation/workshop for institution and workforce personnel at MISATFOR/WEDDAC meeting

6. www.FLDOE.org 6 Implementation July 2015 – September 2015 - K12 districts submit records for FLEID assignment and populate district management information systems with assigned FLEIDs October 2015 – December 2015 – FCS institutions submit records for FLEID assignment and populate institution management information systems with assigned FLEIDs

7. www.FLDOE.org 7 FCS On Boarding Schedule Week of:Colleges: November 2Miami Dade Valencia Broward Hillsborough Palm Beach State Fla SC at Jax Tallahassee St. Petersburg Seminole State Eastern Florida Indian River FL SouthWestern Pasco-Hernando Santa Fe November 16Daytona State College FL Pensacola Polk Central Florida Gulf Coast Northwest Fla Lake Sumter South Florida St. Johns River Florida Gateway Chipola North Florida Florida Keys

8. www.FLDOE.org 8 Implementation Beginning July 1, 2016 – Districts and FCS institutions submit data with existing individual identifier and FLEID. Districts will have until June 2016 to ensure that their local information systems can accommodate FLEIDs. Beginning July 1, 2017 – Districts and FCS institutions submit data with FLEID as the single individual identifier

9. www.FLDOE.org 9 FLEID – Master File Format Field Length Field Type Field NameField Description 4CharYear4 Digit School Year 2CharDistrict NumberPK-12 - District Number, Current Enrollment 4CharSchool NumberK-12 School Identification Number 8CharOPEIDReporting Education Institution Number for post secondary institutions NOTE: leading and trailing zeros MUST be included as part of the OPEID.

10. www.FLDOE.org 10 FLEID – Master File Format Field Length Field Type Field NameField Description 10CharPerson NumberPost secondary student identifier 10CharAlias Number K-12 student data element of Student Number Identifier - Alias, Florida 10CharLocal Number K-12 student data element of Student Number Identifier, Local K-12 staff data element of Staff Number Identifier, Local 9CharSSN9 digit Social Security Number 10CharCertification Number Florida Educators Certificate Number

11. www.FLDOE.org 11 FLEID – Master File Format Field Length Field Type Field NameField Description 100CharFirstName 100CharLastName 100CharFormer/MaidenName 30CharAppendageSuffix 50CharMiddleName 1CharMiddleInitial

12. www.FLDOE.org 12 FLEID – Master File Format Field Length Field Type Field NameField Description 8CharDate of BirthDate of birth 4CharDOB YearYear of birth 2CharDOB MonthMonth of birth 2CharDOB DayDay of birth 1CharGender

13. www.FLDOE.org 13 FLEID – Master File Format Field Length Field Type Field NameField Description 1CharRace 1CharRace HispanicRace Indicator 1CharRace WhiteRace Indicator 1CharRace AsianRace Indicator 1CharRace BlackRace Indicator 1CharRace HawaiianRace Indicator 1CharRace American IndianRace Indicator

14. www.FLDOE.org 14 FLEID – Master File Format Field Length Field Type Field NameField Description 1CharMulti Birth IndicatorY = Multi-Birth (Twins, Triplets, etc.) 50CharBirth PlaceCity OR Territory of birth 4CharSource IndicatorInstitution or Entity type 8Char 1st Time Entered Florida Institution 8Char1st Time Entered U.S. 8CharPrior School of Enrollment 1CharRecordTypeStudent or staff 8CharFiller 1CharTermPost secondary enrollment term 14CharFlorida Education ID

15. www.FLDOE.org 15 High Confidence Match Rules Full name, date of birth and one identifier SSN Local id Alias id First name, date of birth, gender and SSN

16. www.FLDOE.org 16 Near Match Rules First name, last name, date of birth and gender First name, middle name, last name, date of birth and gender

17. www.FLDOE.org 17 Near Match Resolution Elements District/institution identifiers – district, school number, institution number Student/staff demographics – race, ethnicity, gender Place of birth First time entered Florida institution First time in US school Prior name/maiden name

18. www.FLDOE.org 18 FLEID Process Flow

19. www.FLDOE.org 19 FLEID Process Flow – Secure File Transmission Master File Returned Master File with Assigned FLEID And Returned Reject File TIBCO SECURE FTP TIBCO SECURE - FTP District staff submit master file using secure FTP TIBCO process District staff retrieve master file with assigned FLEID using secure FTP TIBCO process. District staff retrieve reject file with invalidation rule. District staff populate local system(s) with assigned FLEID.

20. www.FLDOE.org 20 FLEID Process Flow - MDM Processing FLEID Generation Survive Match TIBCO SECURE FTP TIBCO SECURE - FTP MDM processing reads master file records, validates date fields, generates match codes and matches records against existing vault records using matching rules. A file of matching FLEID and new FLEID records is generated and placed in TIBCO out folder.

21. www.FLDOE.org 21 FLEID Process Flow – FLEID User Interface Secured via FL DOE Single Sign-On (SSO) Authorized users are added to FLEID roles using SSO Admin Portal by LEA SSO Administrators Functionality: FLEID Lookup File Management (input/output files) Near Match Resolution

22. www.FLDOE.org 22 FLEID Process Flow – FLEID User Interface The home page displays a pie chart with information about pending near match records.

23. www.FLDOE.org 23 FLEID Process Flow – FLEID Lookup The Lookup functionality allows authorized users to enter an FLEID and review the result. Users can also search the vault using name, date of birth, gender, person type and one of four identifier options.

24. www.FLDOE.org 24 FLEID Process Flow – File Management The File Management functionality allows authorized users to review the status of input files (processed master file submissions) and output files (matched records, rejected records and near match resolutions).

25. www.FLDOE.org 25 FLEID Process Flow – Near Match Resolution The Near Match Resolution functionality allows authorized users to review near match records and make determination to match the record to an existing FLEID or assign a new FLEID to the record.

26. www.FLDOE.org 26 Resources Single Sign-On Tutorials Single Sign-On Support TIBCO Processing FLEID Interactive Training – available in Summer 2015 FLEID On-boarding Documentation Email: FLEIDProject@fldoe.org

27. www.FLDOE.org 27 www.FLDOE.org