1. New CPI Coordinator Training Technology Management

2. Agenda Using the GaDOE public website Linking to the secured portal CPI – What it is – Where – finding documentation – When it is – How – the Process Uploading Validation and Error Resolution Reports Signing Off – PSC Download 8/22/2010 6:05:45 PM2

3. Using the GaDOE Website Public website Data CollectionDocumentation Secured “Portal”Login Main Menu to CPI

4. Public Website http://www.gadoe.org/ 8/22/2010 6:05:45 PM4

5. Data Collections To View Documentation 8/22/2010 6:05:45 PM5

6. Documentation – All Data Collections CPI Race/ Ethnicity Resources 8/22/2010 6:05:45 PM6

7. CPI Documentation - Select Year 2011 CPI Resources 8/22/2010 6:05:45 PM7

8. CPI Documentation List Key Documents: File Layout and Edit Rules Data Elements Glossary View/Download Code Tables 2011 Certified/Classified Personnel Information (CPI) 8/22/2010 6:05:45 PM8

9. File Layout and Edit Rules Identifies data elements in each layout (record) and their placement in each record. 8/22/2010 6:05:45 PM9

10. Data Element Glossary Provides detailed definitions of each data element in an alphabetic listing. Each data element in the layout is further defined in this document. 8/22/2010 6:05:45 PM10

11. View/Download Code Tables 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 8/22/2010 6:05:45 PM11

12. Portal Login – Secured Site 8/22/2010 6:05:45 PM12 Select to Log In

13. Logging into the “Portal” Need Login Access? 8/22/2010 6:05:45 PM13

14. Application Selection You may have just one option available to you, depending on your access authority. Don’t see CPI Active?? – contact your Security Officer. 8/22/2010 6:05:45 PM14

15. Select Cycle October 2010 is Fiscal Yr 2011 8/22/2010 6:05:45 PM15

16. CPI Main Menu Report Menu CPI File Upload CPI Add/Edit/Delete Validation Routine Status Check List PSC Data Request 8/22/2010 6:05:45 PM16

17. CPI Data Collection Defining WHAT and WHEN it is..

18.  Certified and Classified Personnel Information (Board Rule 160-5-2-.50)  Reporting of certified and classified personnel based on their role within your district 8/22/2010 6:05:45 PM18

19.  State funding for certified staff (Training and Experience – T&E)  Determine Teacher Shortage Areas  Program Reviews  State/Federal Reporting  PSC for Highly Qualified Teacher determinations for NCLB 8/22/2010 6:05:45 PM19

20. When is Data Collected?  Cycle One - October 5 -27, 2010  Data used for T&E funding and reports  Cycle Two - March 3-25, 2011  Data used for analysis and reports  Cycle Three – LEAVE - July 7- 21, 2011  Data used for analysis and reports Fiscal Year 2011 A, B, C Records A & D Records 8/22/2010 6:05:45 PM20

21. Personnel Demographic Information- A Record SSN:xxxxx9935Personnel ID:00000001 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$51,740.00 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 109 400 748 00 0103Sample High School34.0 C I T 112 910 748 00 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 2009-2)234-SAMPLE County Georgia Department of EducationCPI Employee Record Detail WHAT Data IS REPORTED? 8/22/2010 6:05:45 PM21

22. “REGULAR” DIRECT CONTRACT EMPLOYEES LONG-TERM SUBSTITUTES 3 RD -PARTY CONTRACT EMPLOYEES Staff Populations Reported 8/22/2010 6:05:45 PM22

23.  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 327 - Now OCGA 47-3-127.1  Regular Employee

24. 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

25.  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

26.  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??

27. 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

28. Overview of Process HOW it works…

29. From Your Local System to CPI Local Data System Extract Upload to DOE Application 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. 8/22/2010 6:05:45 PM29

30. Entering Data in Local System  Good Data Entry in Local System Causes Less Errors On Upload  Local Software Assistance  Vendor Documentation  Vendor Help Line 8/22/2010 6:05:45 PM30

31. Creating An Extract 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) 8/22/2010 6:05:45 PM31

32. What an extract looks like… 8/22/2010 6:05:45 PM32

33. Comparing Extract Data to Layout A-Record – Demographic Data 20111611888888888A01F2MMMMMMMM, JOAN KAY 19491120000010005 Personnel Demographic Information - A Record Element RecordPosition Description Field Type Field Length Required for:Edits Edit# FISCAL YEARA011-4Current fiscal yearN4Certified, 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 PERIODA015Identifies 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 2006-2 must be reported as either active or terminated in CPI 2007-1. SOCIAL SECURITY NUMBER must be unique for every RECORD TYPE = "A01" in entire STATE where TERMINATION CODE = zeros. E064 E805 E2016 W805 RECORD TYPEA0118-20Identifies 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 8/22/2010 6:05:45 PM33

34. The Upload Process From Extract To CPI…

35. Main Menu Select CPI File Upload to upload extract 8/22/2010 6:05:45 PM35

36. Upload Screen Click on Browse to find and select extract 8/22/2010 6:05:45 PM36

37. Select extract from vendor’s location Check your extract instructions for location of the extract file. If you need further instructions, contact vendor, or PC Genesis representative. 8/22/2010 6:05:45 PM37

38. Once selected, upload the file Once extract file is selected, the path of the file will display in the path box. Click on “Upload File” to execute the upload. 8/22/2010 6:05:45 PM38

39. Upload Complete Do not confuse “Upload Complete” (on screen) with Process Being “Successful” (message via email) 8/22/2010 6:05:45 PM39

40. Validation & Error Resolution Correcting Your Data…

41. Validation Process – Error Checks Status Message Line 8/22/2010 6:05:45 PM41

42. Upload and Validation Process Create Extract Upload Extract Email to user logged into portal Successful Process PRE- VALIDATION Process VALIDATION & Error Report Process Process Failed Error Report “Upload Complete” 8/22/2010 6:05:45 PM42

43.  “Process Failed” message on Main Menu  Email sent to person logged into CPI  May indicate 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 If Process Fails… 8/22/2010 6:05:45 PM43

44. Resolving Errors CP008 - Errors and Warning Summary CP009 - Error and Warnings Detail 8/22/2010 6:05:45 PM44

45. Error Summary Report – CP008 Click on Error Code for Detail List 8/22/2010 6:05:45 PM45

46. Error and Warning Detail – CP009 Click on Employee SSN to view Employee Records 999 Sample County 8/22/2010 6:05:45 PM46

47. 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 PM47

48.  Make corrections in local software  Correct and re-upload to CPI  Automatic revalidation  Recheck CPI error listing Strategy for … Correcting Errors 8/22/2010 6:05:45 PM48

49. Status Check List Report 8/22/2010 6:05:45 PM49

50. ADD/EDIT/DELETE Making On-Line Changes…

51. Correcting … 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 8/22/2010 6:05:45 PM51

52. Warning! 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 8/22/2010 6:05:45 PM52

53. ADD – Example: Employee Not Terminated In Prior Cycle 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) 8/22/2010 6:05:45 PM53

54. EDIT – changing data already uploaded Don’t forget to SUBMIT (save) changes Certification information is checked against cert data from PSC. 8/22/2010 6:05:45 PM54

55. DELETE – removing data online Deleting will remove all record levels for this SSN. 8/22/2010 6:05:45 PM55

56. Other Main Menu Options… Report Menu CPI Add/Edit/Delete Validation Routine Status Check List PSC Data Request 8/22/2010 6:05:45 PM56

57. Reports A Brief Look…

58. Report Menu is broken out by categories… Transmission, Certified, Classified, All Employees, and link to PSC data 8/22/2010 6:05:45 PM58

59. access via 1. “Data have Errors” Status Message or 2. via the Reports Menu TRANSMISSION CP001 Transmission Verification CP008 Errors and Warning Summary CP009 Errors and Warnings Detail Error Reports 8/22/2010 6:05:45 PM59

60. T&E Related Reports In-Field vs. Out-of-Field Reports Special Ed Reports CTAE Reports National Certification Duplicate ID Report 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 8/22/2010 6:05:45 PM60

61. Job Code Reports Active vs Terminated Employees Long-Term Subs & 3 rd -Party Contracts Reports to Monitor 8/22/2010 6:05:45 PM61 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

62. Sign Off 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. 8/22/2010 6:05:45 PM62 100 Sample County – 2011-1

63. Plan Your Calendar Deadlines are important Resolve duplicates early in the cycle Time to handle the unexpected Time to review data and reports Avoid “last-minute” stress! 8/22/2010 6:05:45 PM63

64. PSC Download Certification Data For Your System…

65. PSC Data Download  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 8/22/2010 6:05:45 PM65

66. Need Assistance? Email questions and problems to: – dticket@doe.k12.ga.us – Or call the Help Line at 800-869-1011 Help Desk can assist with CPI PC Genesis (GaDOE software) Cannot assist with vendor software 8/22/2010 6:05:45 PM66