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Federal Employee Salary Lookup document sample
Document Sample
Massachusetts
Department of Education
Education Personnel Information
Management System (EPIMS)
Vendor Presentation
March 2, 2007
http://www.doe.mass.edu/infoservices/data/epims
March 2, 2007
Agenda
• National Trends
• Project Overview
• Overview of EPIMS ID Maintenance
Requirements
• Overview of EPIMS Data Collection
Requirements
• Project Schedule / Next Steps
• Q&A
March 2, 2007
Goals for Today’s Meeting
1. EPIMS system & reporting requirements
2. Review project schedule
3. Provide contact information
March 2, 2007
National Trends
March 2, 2007
Massachusetts Educator Data:
A National Perspective
Map is credited to EPE Research Center, 2006.
March 2, 2007
Massachusetts Educator Data:
A National Perspective
Map is credited to EPE Research Center, 2006.
March 2, 2007
Massachusetts Educator Data:
A National Perspective
Map is credited to EPE Research Center, 2006.
March 2, 2007
Massachusetts Educator Data:
A National Perspective
• Most states are collecting
or will collect similar
educator data
• Statewide EPIMS
implementation in the fall
of 2007 will keep
Massachusetts aligned
with national movements
to use educator data as a
driver for education
reform
March 2, 2007
Project Overview
March 2, 2007
What is EPIMS?
• A data collection of demographic and work
assignment data for education personnel on
an individual basis. EPIMS…
– Assigns a unique identifier to education
personnel
– Reports a ―snapshot‖ of active employees on
October 1
– Will replace the aggregate District and School
Staffing Report (DSSR)
March 2, 2007
Why this Data Collection?
• Strengthen our ability to use quality data to inform
policy and program improvement, e.g.:
– Evaluate current education practices and programs
– Anticipate district employment needs
– Collect accurate data on HQ status
• Meet specific reporting requests already being made
by state and federal government (including NCLB
requirements), the media, and the public
• Support necessary data analysis by the DOE and
districts
March 2, 2007
EPIMS Project Timeline
December 2004 needs analysis
Fall 2005 statewide survey and info sessions
January – December 2006 pilot project
January – May 2006 pilot project meetings
• Met with 30+ pilot districts
• Determined data elements
• Met with software vendors for pilot districts in May
August 2006
• Pilot training
October – December 2006
• Data submitted by 29 pilot districts
• January 2007 – December 2007 statewide
implementation
March 2, 2007
EPIMS Data Transmission
March 2, 2007
How will Districts send
data to DOE ?
• Web-based data collection
• Access through Security Portal based
on assigned roles
• Two options for sending the
information:
– Individually –— one educator entered at
a time using a web form
– As a group –— file uploaded containing
educator information in DOE-specific
format
March 2, 2007
EPIMS System Components
EPIMS
2 Applications
MEPID Assignment Staff Roster & Work Assignment Records
ID Maintenance Data Collection
March 2, 2007
EPIMS ID Maintenance
ID Data
Reports
Maintenance Collection
ID ID Update
Assignment Lookup Characteristics
Enter Single Enter Single
Records Single
Records records
Transmit Multiple Transmit Multiple
Records in a file Records in a file
March 2, 2007
MEPIDs
• What’s a MEPID?
– Massachusetts Education Personnel ID
– Unique ID assigned to reported staff
– One per person over entire MA career
– Randomly assigned
– 8-digit number (distinct from SASIDs)
– EPIMS will not use SSN or replace license number
– You will get MEPIDs by uploading a batch file OR
entering individual people into a web form
March 2, 2007
Information Required for
Assigning MEPIDs
• First name
• Middle name or middle initial or NMN
• Last name
• Date of birth
• Gender
• License number (when applicable)
• Local employee number
March 2, 2007
ID Maintenance:
Process Flow for
MEPID Assignment,
Lookup, and Verification
March 2, 2007
MEPID Assignment
• Individual enter identifying
characteristics via web form
• Group upload file containing all
required identifying characteristics for
each individual
March 2, 2007
MEPID Assignment (ctd)
• Information checked against DOE statewide
directory
– If no match found, MEPID Assigned
– If match found, there’s a potential conflict
• Potential conflict communicated to user
• User verifies information
• User re-enters info. or creates a MEPID conflict case
– If conflict case created, EPIMS returns the case
number, DOE resolves conflict and sends
notification
March 2, 2007
MEPID Lookup
& Verification
• MEPID Lookup
– Use characteristics to look up MEPIDs
• MEPID Verification
– Use MEPIDs to look up characteristics
• Both can be done individually via web
form or in groups by uploading files
March 2, 2007
ID Maintenance
Functional Requirements
for Batch MEPID
Assignment, Lookup &
Verification
March 2, 2007
Batch MEPID Assignment
• ―Export‖ a file with fields: ID01–ID07
– Header Record:
EPIMS,MEPID_ASSIGN,org code
– Data Record:
ID01,ID02,ID03,ID04,ID05,ID06,ID07
(FirstName,MiddleName/Initial,LastName,DOB,
Gender,LicenseNumber,LocalEmployeeNumber)
– All fields are required
• File format must be CSV or TXT
• No requirements for file name
March 2, 2007
Batch MEPID Assignment
An example of a file with 2 MEPID assignment records—
with no errors—submitted by Lynn:
EPIMS,MEPID_ ASSIGN,01630000
June,D,Smith,11/05/1949,f,00,215
Jenny,D,Allen,12/02/1964,f,567891233,355
March 2, 2007
Batch MEPID Assignment:
Successful File Returned to Districts
• TXT format
• Header Record:
EPIMS,MEPID_ASSIGN,org code
• Data Record:
MEPID,ID01,ID02,ID03,ID04,ID05,ID06,ID07
EPIMS,MEPID_ ASSIGN,01630000
51234548,June,D,Smith,11/05/1949,f,00,215
52451268,Jenny,D,Allen,12/02/1964,f,567891233,355
March 2, 2007
Batch MEPID Lookup
• MEPID Lookup
– ―Export‖ a file with fields: ID01–ID07
– Fields ID01,ID03,ID04 required, ID02,ID05–ID07 optional
– Commas required for all fields, even if empty
• Header Record:
EPIMS,MEPID_LOOKUP,org code
• Data Record:
ID01,ID02,ID03,ID04,ID05,ID06,ID07
(FirstName,MiddleName/Initial,LastName,DOB,
Gender,LicenseNumber,LocalEmployeeNumber)
• File formats must be CSV or TXT
March 2, 2007
Batch MEPID Lookup
An example of a file with 2 MEPID lookup records—with
no errors—submitted by Lynn:
EPIMS,MEPID_ LOOKUP,01630000
June,D,Smith,11/05/1949,,,
Jenny,D,Allen,12/02/1964,,567891233,
Reminder: Commas required even if fields are empty. Each
record should have the same number of commas.
March 2, 2007
Batch MEPID Lookup:
Successful File Returned to Districts
MEPID Lookup returned with no errors:
EPIMS,MEPID_ LOOKUP,01630000
51234548,June,D,Smith,11/05/1949,f,00,215
52451268,Jenny,D,Allen,12/02/1964,f,567891233,355
• MEPID returned at beginning of record
• All information in database is returned with the
request
March 2, 2007
Batch MEPID Verification
• MEPID Verification
– ―Export‖ a file with fields: MEPID,ID01–ID07
– Only MEPID required, ID01–ID07 optional
– Commas required for fields ID01–ID07 even if empty
• Header Record:
EPIMS,MEPID_VERIFICATION,org code
• Data Record:
MEPID,ID01,ID02,ID03,ID04,ID05,ID06,ID07
(MEPID,FirstName,MiddleName/Initial,LastName,DOB,
Gender,LicenseNumber,LocalEmployeeNumber)
• File formats must be CSV or TXT
March 2, 2007
Batch MEPID Verification
An example of a file with 2 MEPID verification records—
with no errors—submitted by Lynn:
EPIMS,MEPID_ VERIFICATION,01630000
51234548,,,,,,,
52451268,Jenny,,Allen,,,567891233,
Reminder: Commas required even if fields are empty. Each
record should have the same number of commas.
March 2, 2007
Batch MEPID Verification:
File Returned to Districts
MEPID Verification returned with no errors:
EPIMS,MEPID_ VERIFICATION,01630000
51234548,June,D,Smith,11/05/1949,f,00,215
52451268,Jenny,D,Allen,12/02/1964,f,567891233,355
• All information in database is returned with the
request
• Except for the header, the returned file is identical
to a Lookup file
March 2, 2007
Errors in Records
• For batch MEPID Assignment, Lookup, and
Verification files, errors will follow the last
field in each record
• Files will also be created for error
conditions: MEPID not found & Possible
Conflict
– SEE THE FILE FORMAT DOCUMENT FOR
THE EXACT FORMATS FOR ALL
―IMPORT‖ & ―EXPORT‖ FILES!
March 2, 2007
Batch MEPID Assignment
Error Files
• Examples of Records not Processed due to missing fields:
EPIMS,MEPID_ASSIGN,03360000
GRISHM,NMN,,02/27/1979,M,4567829,90,"Last Name Missing;"
NANCY,L,,FILE,08/20/1944,F,776,677,"Invalid # of columns“
,FRANCES,ROSS,08/01/1951,f,568799,54,"First Name Missing;"
FRANCES,LEE,MELAN,F,543276,007,"Date of Birth Missing"
AGNES,LYNNE,SMITH,01/15/1977, "Invalid # of columns"
• Examples of Records Processed with File Format Errors:
EPIMS,MEPID_ASSIGN,03360000
FRED#,F,DOHERTY,12/17/1961,F,00,098,"First Name can only contain alphanumerics,
hyphen, apostrophe, period with length between 1-30“
HELEN@,A,REDD,10/20/1973,f,343456,0,"First Name can only contain alphanumerics,
hyphen, apostrophe, period with length between 1-30“
NICOLE,D$,SEARS,05/11/1988,f,00,78,"Middle Name can only contain alphanumerics,
hyphen, apostrophe, period with length between 0-30"
March 2, 2007
Batch MEPID Lookup & Verification
File Not Found Error
EPIMS,MEPID_LOOKUP,01360000
WILLIAM,DANIEL,BOGUSH,04/26/1972,M,357083,,"Not Found“
EPIMS,MEPID_VERIFICATION,01360000
54261378,,,Bogush,,,,"Not Found"
52451268,Jenny,,Allen,,,567891233,"Not Found"
51234548,,,,,,,"Not Found"
March 2, 2007
Summary of District System
Requirements for ID Maintenance
• Create new user defined fields to accommodate all
state required data elements including MEPID
• Create ―Export‖ for CSV and TXT files for batch
assignments, lookups, and verifications
• Create ―Import‖ for TXT files of new MEPIDs
– Use Local IDs to match new records to district system
– Add new MEPID to Employee’s local record
(continued)
March 2, 2007
Summary of District System
Requirements for ID Maintenance
• Create utility or support to review each invalid
record (error) file and MEPID conflict case file
• Create utility or support to facilitate any required
data conversion of fields which must be modified
to match the EPIMS data standards
– Example: format for DOB: mm/dd/yyyy.
• Optional: Report list of staff without MEPIDs
• Optional: Facilitate search by MEPID
March 2, 2007
EPIMS System Components
EPIMS
2 Applications
MEPID Assignment Staff Roster & Work Assignment Records
ID Maintenance Data Collection
March 2, 2007
EPIMS Data Collection
ID
Data Collection Reports
Maintenance
District and
DOE Review
Transmit Validate Submit Summary
Reports Certify
Data Data Data
Validate across
Enter Single
district collection Certify
Records Submit Collection
Collection
Enter Multiple Correct Records View status & history
Records of submissions View
View Errors / Certifications
Reports
March 2, 2007
EPIMS Data Collection
Data Elements
March 2, 2007
EPIMS Data Elements
Goal: Collect data elements that will
provide necessary information for reporting
and planning purposes … without overly
burdening districts to collect data that is
unnecessary or duplicative
March 2, 2007
Process to Identify
EPIMS Data Elements
• EPIMS staff researched educator data collections
in other states—EPIMS data elements are
consistent with educator data nationally
• EPIMS staff worked closely with pilots to identify
data elements that were necessary and available
• This list of data elements will:
– provide needed data for reporting and planning purposes
– eliminate need for DSSR & Schedule 13 Finance Report
– provide framework to link educator data to DOE
licensure database (ELAR) and Student Information
Management System (SIMS)
March 2, 2007
Coordinated Collection of
Educator Data
• Modifications will be made to take
advantage of ELAR’s capacity to collect
information directly from educators
– Proposed modifications include:
• Mandatory reporting of all degree type, degree
institution, and degree subject area information
• Ability to link ELAR to EPIMS for reporting
March 2, 2007
Scope of Collection
• Who will be submitting EPIMS information?
– All public schools including charter schools
– Collaboratives and private schools will not be submitting
EPIMS data at this time
• Who will be reported?
– All staff reported in the DSSR except DSSR Section B
(Service, Operations, and Maintenance), coaches, and
daily subs
March 2, 2007
Data Collection Structure
• Two kinds of information
– Who are they?
• Staff Roster Record (SRR)
– One staff roster record per employee per district
– Data elements relate to individual, not job
– What are they doing?
• Work Assignment Record (WAR)
– Multiple records per individual
– Data elements relate to job function, not individual
March 2, 2007
Staff Roster Record (SRR)
• MEPID • Employment Status at Time of
• Local Employee Data Collection
Number • Reason for Exit
• License/Cert. Number • Date of Hire
• First Name • Federal Salary Source (up to 3)
• Middle Name / M.I. • Percent of Federal Salary
Source (up to 3)
• Last Name
• Degree Type (up to 3)
• Date of Birth
• Degree Institution (up to 3)
• Race-Ethnicity
• Degree Subject (up to 3)
March 2, 2007
Staff Roster (ctd)
• SR01: MEPID (Massachusetts Education
Personnel Identifier)
• SR02: Local Employee Number
– District’s local employee ID
– Requested by Districts for ease of local
identification of individuals
• SR03: License/Certification Number
– Simplify identification of certified individuals
– Primary link to ELAR
March 2, 2007
SR04–SR07
• SR04: First Name • These Data Elements:
• SR05: Middle – Link to MEPID data
Name/M.I. – Link to Work
• SR06: Last Name Assignment
• SR07: Date of Birth – Easy identification for
– format: mm/dd/yyyy error correction
March 2, 2007
SR08: Race-Ethnicity
• MADOE used the 62 new federal race-
ethnicity categories for the October 2005
SIMS data collection
• Change was made to comply with federal
OMB reporting guidelines
• EPIMS will use these same categories
• Refer to the FAQ for detailed information:
http://www.doe.mass.edu/infoservices/data/guides/race_faq.html
March 2, 2007
SR08: Race-Ethnicity (ctd)
• Ethnicity (select one):
– Hispanic/Latino
– Not Hispanic/Latino
• Race (select one or more):
– American Indian or Alaska Native
– Asian
– Black or African American
– Native Hawaiian or Other Pacific Islander (New)
– White
March 2, 2007
SR08: Race-Ethnicity (ctd)
SR09: Employment Status at
the Time of Data Collection
• The two-digit code that describes an
individual’s employment status at the time of
the collection.
01 = Working 02 = On Paid Leave
03 = On Unpaid Leave 04 = Exited
• Necessary to ensure data accuracy and
understand employment patterns.
March 2, 2007
SR10: Reason for Exit
• 00 Not Applicable
• 01 Personal
• 02 Layoff
• 03 Contract Not Continued /Renewed
• 04 District Discharge
• 05 Death
• 06 Retirement
• 07 Reason Unknown/Other
• 08 Other employment in Pre K–12 public education
• 09 Other employment in education
• 10 Other employment outside education
March 2, 2007
SR11: Date of Hire
• The date of the individual’s most recent hire
in the district
• The last date of hire resulting in continuous
service to the district in any capacity
• Examples:
– If individual hired as a paraprofessional then as a
teacher, report original date of hire
– If individual hired as teacher, left the district and
returned, report second hire date
March 2, 2007
SR12, SR14, SR16: Federal
Salary Source 1–3
• Specific federal grant codes funding an
individual’s job position. Up to 3
different federal funding sources can be
provided for an individual’s job position
• Use 3-digit federal fund code
March 2, 2007
SR13, SR15, SR17:
Percent of Federal Salary
Source 1–3
• For each federal funding source provided,
districts will indicate what percent of the
job is funded by that federal grant
• Necessary for federal reporting
requirements
March 2, 2007
SR18–SR26: Degree Type, Degree
Institution, Degree Subject
• Included for policy planning purposes
– What:
• Multiple Degree Types, Institutions, & Subject Areas
• Up to three degrees per individual
• Degree institution codes will be provided
– Who:
• Certified personnel: will be collected through ELAR
• Paraprofessionals and non DOE-licensed personnel
such as SPED and other administrative staff: submit
through EPIMS
March 2, 2007
SR20, SR23, SR26:
Degree Subject 1–3
• Major subject area for all degrees
• Double majors represented as
two degrees
• Not collecting information on
subject areas of minor
concentration
March 2, 2007
Work Assignment Record
• MEPID • Subject Area-Course
• Local Employee • Class Section
Number • Full Time Equivalent
• First Name (FTE)
• Middle Name / M.I. • Instructional
• Last Name Paraprofessional
• School ID Number Qualifications
• Job Classification • Highly Qualified Status
• Assignment • Subject Matter
• Grade Competency (SMC)
March 2, 2007
Work Assignment (ctd)
• Number of Work Assignment Records
– One work assignment record for every
work function or teaching assignment
– One per section of students taught
March 2, 2007
WA01–WA05
• WA01: MEPID
• WA02: Local • These Data Elements:
Employee Number – Link to MEPID data
• WA03: First Name – Link to Staff Roster
• WA04: Middle – Easy identification for
Name/M.I. error correction
• WA05: Last Name
March 2, 2007
WA06: District/School
ID Number
• 8-digit ID
• District Personnel—the last 4 digits
are 0000
• School Personnel—the last 4 digits
identify the specific school
March 2, 2007
WA07: Job Classification
• A description of the specific duties
and responsibilities of a position
• Examples:
– Superintendent
– Principal
– Teacher
– Guidance Counselor
March 2, 2007
WA08: Teacher/
Paraprofessional Assignment
• The specific educational or educational support
activity in which teachers and paraprofessional staff
are involved and employed on a daily basis.
• Examples:
– Non-Secondary Level Classroom Teacher
– Mild/Moderate Disabilities Sole Content Instructor in
Core Academic Areas
– Severe Disabilities Consultative Content Instructor
– Career and Technical Education Paraprofessional
March 2, 2007
WA09: Grade
• The predominant grade(s) that the specific
assignment provides educational services for
• Coding Options:
– Indicate the predominant grade each assignment
intends to serve
– Or –
– For elementary: the grade, or range (K–1, 1–2)
– Multiple (school XXX teacher serves multiple
grades)
– All (gym teacher serves all grades in a school)
March 2, 2007
WA10: Subject Area-Course
• A code to describe the subject area and course
for which an individual has responsibility to
teach or assist a teacher.
• Based on NCES course codes framework
• Examples:
– Mathematics (code 02)
• General Math (02002)
• Pre-Algebra (02051)
• CIP codes used for Chapter 74 Approved Pgms
March 2, 2007
WA11: Class Section
• Identifies each class taught by educator
• Unique code within that school
• Format not specified by DOE
• Examples:
– Mathematics (code 02)
• General Math (02002) AAA
• General Math (02002) BBB
• Pre-Algebra (02051) CCC
March 2, 2007
WA12: Full Time Equivalent
(FTE)
• [as per DSSR]
– The ratio between the hours expected of a full-
time position and the number of actual hours
being provided by an individual
– i.e. the percent of a workday staff perform an
assignment
– 1.00 is a full-time employee; a half-time
employee is a .50 FTE, etc.
March 2, 2007
WA13: NCLB Instructional
Paraprofessional Requirements
• (Title I Only)
00 = Not employed as a paraprofessional
01 = Associate’s (or higher) Degree; or 2
years/48 credit hours of study at an
institution of higher education
02 = Formal Standardized Tests: Parapro or
WorkKeys
March 2, 2007
WA13: NCLB Instructional
Paraprofessional Req. (ctd)
• (Title I Only)
03 = Formal Local Assessment:
– Individual Paraprofessional Training Plans that include end-of-year
course assessments or products.
– Aligned with the Learning Guidelines for Title I Instructional
Paraprofessionals and Guidelines for Creating Local Assessment
Programs for Title I Paraprofessionals
04 = Paraprofessional, not qualified by the above
categories
05 = Paraprofessional, not required to be qualified
(not a Title I school)
March 2, 2007
WA14: Highly Qualified Status
• Why collect it: Federal Reporting
Requirements
• Answers if this individual is highly
qualified for this position
00 = Not required to be highly qualified
for this position
01 = Yes
02 = No
March 2, 2007
WA15: Subject Matter
Competency
• How has this individual demonstrated
subject matter competency for this position?
00 = Not applicable for this position.
01 = Has not yet demonstrated subject matter
competency
02 = Passed the Massachusetts Test for Educator
Licensure (MTEL) appropriate Subject
Matter Test and licensed in the area that you
are teaching
March 2, 2007
WA15: Subject Matter
Competency (ctd)
03 = Completion of an appropriate academic major
04 = Completion of an appropriate graduate degree
05 = Completion of comparable coursework equivalent to an
undergraduate academic major
06 = Advanced certification or credentialing.
07 = Massachusetts High Objective Uniform State Standard of
Evaluation (HOUSSE*): an approved Individual Prof.
Dev. Plan (IPDP) aligned with HOUSSE requirements
Note: 03–06 valid for middle/secondary teachers only
March 2, 2007
EPIMS Data Collection:
Process Flow
March 2, 2007
Step 1: Transmit Data
& Correct Errors
• District logs into EPIMS
• District transmits data to DOE
– Individual — via web form
– Group — uploads CSV or TXT file of staff roster or
work assignment records
• EPIMS checks file formats, values, and internal
consistencies — accepts valid records and
identifies records with errors
• District corrects errors via web form or downloads
error files to correct locally and re-transmit
March 2, 2007
Step 2: Validate Collection
• District proceeds to step 2 when all files
transmitted and all errors corrected
• EPIMS validates across all files and all records in
collection
• EPIMS validates current collection against
previous collections
• EPIMS notifies district of results via e-mail
• District corrects validation errors via web form or
downloads error files to correct locally and re-
transmit
March 2, 2007
Step 3: Submit Collection
• District proceeds to step 3 when validation is
complete and all validation errors corrected
• There is no on-line error-check in step 3
• Summary reports are created for DOE and district
review
March 2, 2007
Step 4: Certify Collection
• District’s Superintendent reviews Summary
Reports
• Superintendent accepts data as accurate and
certifies collection
• No more changes can be made after
Superintendent certifies collection
March 2, 2007
Reports Section
• During all four steps of the process, districts will
be able to view error reports, validation reports,
and summary reports that provide information on
the status of the district’s data collection activities.
March 2, 2007
How will EPIMS verify my data?
• As files are transmitted to the DOE, an automatic
error check will answer these questions:
1. Is the format of your file OK?
2. Do the values in each record make sense?
• Once all files are transmitted and the answers to
these questions are yes for each file, it is time to
validate the collection.
• The validation step will answer these questions:
1. Do the data across this collection look right?
2. Does this data set make sense compared to your
previous submissions for this collection?
March 2, 2007
EPIMS Step 1: District Transmits Single or
Data Multiple Records (in a File) to EPIMS
Collection
No Yes
Step 2: EPIM
Errors Errors Error
Validate S
AND Report
Collection Error
All Records
Transmitted Check
Error Check
Yes and Validation
No EPIMS continue until
Errors Validatio Error-Free
n
Yes Errors District
Validation Updates
Report Records
in EPIMS
District Corrects Records in
Step 3: Submit
No district system and Re-
Collection
Transmits Updated File
Yes Step 4:
Review Collection
Certify Collection
Reports Complete
(Superintendent only)
No
Step 1:
EPIMS Data Collection
Functional Requirements
for Staff Roster and
Work Assignment Files
March 2, 2007
Staff Roster File
• ―Export‖ a file with fields: SR01–SR26
– Header Record:
EPIMS,STAFF_ROSTER,org code
– Data Record:
SR01,SR02,SR03,...,SR26
– All fields are required and separated by commas
• File format must be CSV or TXT
• No requirements for file name
March 2, 2007
Staff Roster Examples
• Frank Jones • Fred Smith
– Funding Sources – License / Cert
(SR13) Number in file (SR3)
• ½ from federal grant so he Does Not Need
• ½ from local funds
Degree Information
– High School Diploma (SR18–26)
(SR18)
EPIMS,STAFF_ROSTER,00350000
60113589,333,00,Frank,NMN,Jones,12/02/1962,01,01,00,03/02/1988,323,.5,000,00,
000,00,012,0000,00,000,0000,00,000,0000,00
601456132,777,95865421,Fred,D,Smith,12/02/1962,21,01,00,08/17/1997,000,00,000,
00,000,00,000,0000,00,000,0000,00,000,0000,00
March 2, 2007
Staff Roster Records:
Successful File Returned to Districts
• TXT format
• Header Record:
EPIMS,STAFF_ROSTER,org code
• Data Record:
SR01,SR02,SR03,...,SR26
EPIMS,STAFF_ROSTER,00350000
60113589,333,00,Frank,NMN,Jones,12/02/1962,01,01,00,03/02/1988,323,.5,000,00,
000,00,012,0000,00,000,0000,00,000,0000,00
601456132,777,95865421,Fred,D,Smith,12/02/1962,21,01,00,08/17/1997,000,00,000,
00,000,00,00,0000,00,000,0000,00,000,0000,00
March 2, 2007
Work Assignment File
• ―Export‖ a file with fields: WA01–WA15
– Header Record:
EPIMS,WORK_ASSIGNMENT,org code
– Data Record:
WA01,WA02,WA03,...,WA15
– All fields are required and separated by commas
• File format must be CSV or TXT
• No requirements for file name
March 2, 2007
Work Assignment Examples
• Frank Jones
– Job Classification = Title I Paraprofessional (WA07)
– Assignment = Title I Para (WA08)
– Grade = Multiple (WA09)
• Fred Smith
– Job Classification = Teacher (WA07)
– Assignment = Elementary (WA08)
– Grade = 3 (WA09)
– Subject = All subject (WA10)
EPIMS,WORK_ASSIGNMENT,00350000
60113589,333,Frank,NMN,Jones,00350007,4100,401,88,00000,0,1.00,04,00,00
601456132,777,Fred,D,Smith,00350007,2305,001,03,99999,25,1.00,00,01,07
March 2, 2007
Work Assignment Examples
• Porter Hall
– Job Classification = Teacher (WA07)
– Assignment = Secondary (WA08)
– Grade = 9 and 10 (WA09)
– Subject = Algebra: 3 classes; Geometry: 2 classes
(WA10)
– Class Section = District format (WA11)
EPIMS,WORK_ASSIGNMENT,00350000
56798421,124,Porter,NMN,Hall,00350007,2305,002,09,02072,A11,.2,00,01,02
56798421,124,Porter,NMN,Hall,00350007,2305,002,09,02072,A12,.2,00,01,02
56798421,124,Porter,NMN,Hall,00350007,2305,002,10,02072,A23,.2,00,01,02
56798421,124,Porter,NMN,Hall,00350007,2305,002,10,02052,B23,.2,00,01,02
56798421,124,Porter,NMN,Hall,00350007,2305,002,10,02052,B24,.2,00,01,02
March 2, 2007
Work Assignment Records:
Successful File Returned to Districts
• TXT format
• Header Record:
EPIMS,WORK_ASSIGNMENT,org code
• Data Record:
WA01,WA02,WA03,...,WA15
EPIMS,WORK_ASSIGNMENT,00350000
60113589,333,Frank,NMN,Jones,00350007,4100,401,88,00000,0,1.00,04,00,00
601456132,777,Fred,D,Smith,00350007,2305,001,03,99999,25,1.00,00,01,07
56798421,124,Porter,NMN,Hall,00350007,2305,002,09,02072,111,.2,00,01,02
56798421,124,Porter,NMN,Hall,00350007,2305,002,09,02072,222,.2,00,01,02
56798421,124,Porter,NMN,Hall,00350007,2305,002,10,02072,333,.2,00,01,02
56798421,124,Porter,NMN,Hall,00350007,2305,002,10,02052,444,.2,00,01,02
56798421,124,Porter,NMN,Hall,00350007,2305,002,10,02052,444,.2,00,01,02
March 2, 2007
EPIMS Data Collection
Functional Requirements
• For transmitted staff roster and work assignment files,
EPIMS will create files of successfully submitted records
and error files
• SEE THE FILE FORMAT DOCUMENT FOR THE
EXACT FORMATS FOR ALL ―IMPORT‖ & ―EXPORT‖
FILES!
March 2, 2007
Staff Roster Error Records
• Example of Records not Processed due to missing or extra
fields:
EPIMS,STAFF_ROSTER,03360000
50042036,,,987654,08,Arlene,NMN,FOLEY,02/04/1959,33,01,
03360000,02/27/1999,000,000,000,000,000,000,001,3549,21,000,0000,
00,000,0000,00,"Invalid # of columns"
• Example of Records not Processed with file format errors:
EPIMS,STAFF_ROSTER,03360000
50043037,346578,00,ANIL,M,CHOPRA,02/27/79,32,01,00,02/27/1999,
000,000,000,000,000,000,001,3549,21,000,0000,00,000, 0000,00, "6035 -
Invalid format for Date of Birth (SR07); 2003 - Invalid/Missing Race/Ethnicity
(SR09); 6040 - DOB must match MEPID on file; "
March 2, 2007
Work Assignment Error Records
• Example of Records not Processed due to file format
errors:
EPIMS,WORK_ASSIGNMENT,03360000
50042036,02,Arlene,C,FOLEY,03369999,2305,004,88,00000,000,1.00,
00,01,07,"2101 - Invalid/Missing District/School (WA06); 6105 - School ID code
(WA06) required for school level job classification; 6108 - District/School ID
(WA06) invalid for the reporting district; 6120 - MN/MI must match MEPID on
file; 6122 - Job classification (WA07) should be reported at the school level in
District/School ID (WA06); "
50041035,03,NANCY,NMN,DOWD,03360000,2305,002,09,02072,999,0.25,00,
01,02,"6105 - School ID code (WA06) required for school level job
classification; 6120 - MN/MI must match MEPID on file; 6122 - Job
classification (WA07) should be reported at the school level in District/School ID
(WA06); "
March 2, 2007
Summary of District System
Requirements for Data Collection
• Create new user defined fields to accommodate
all state required data elements in staff roster
and work assignment records
• Create ―Export‖ for CSV and TXT files for
batch staff roster and work assignment records
• Create utility or support to review each invalid
record (error) file and error file header records
(continued)
March 2, 2007
Summary of District System
Requirements for Data Collection
• Create utility or support to facilitate any
required data conversion of fields which must
be modified to match the EPIMS data standards
– Example: mapping school course codes into the
appropriate EPIMS standard course codes.
• Optional: reports and screens to assist districts
comply with EPIMS reporting requirements
– Examples:
• Report to Identify staff records missing required fields
• Query by MEPID capability
March 2, 2007
EPIMS Data Collection
Procedural Issues
1. MEPIDs must be assigned before staff roster or work
assignment records can be submitted for an individual.
2. Staff roster records and work assignment records can be
submitted in any order.
3. Districts can delegate schools to load work assignment
records but not staff roster records.
4. Staff roster records can be loaded, corrected or viewed by
a district-level role.
5. Only districts can validate, submit, and certify collection
6. Except for exiting staff, all staff roster records must have
at least one corresponding work assignment.
March 2, 2007
EPIMS Data Collection:
Procedural Issues
7. In subsequent years, districts will be able to roll over and
edit previous year’s submission …
OR
upload batch files; but not do both.
March 2, 2007
Statewide Implementation
Schedule
March 2, 2007
Statewide Implementation
• January – March 2007
– Statewide District Information Sessions
– Vendor Meeting
– Data handbook, appendices, sample file
formats distributed and posted on
website
March 2, 2007
Statewide Implementation
• Early Spring
– MEPID training
– MEPID application open
• Spring – Summer
– Data Collection training and on-site support
• Fall — Data Collection opens
• Data Collection Period Ends 12/31/07
March 2, 2007
Summary
• Districts will need to submit EPIMS data instead of the
DSSR in the fall of 2007.
• EPIMS may require districts to report data from multiple
data sources and may require them to report data they do
not currently maintain.
• HR and SIS software vendors need to identify a strategy to
modify their systems to comply with the EPIMS reporting
requirements and communicate their plans to their clients .
• Certification compliance similar to SIMS will be available
in the future.
March 2, 2007
Resources and Contact
Information
• EPIMS Web Site
– Information / FAQs / Sample File Formats / Responses to Vendor
Questions;
– List of vendors contacted;
– Vendor updates will be posted at:
http://www.doe.mass.edu/infoservices/data/epims/
• EPIMS Contact Information
– epims@doe.mass.edu
– Melinda Coneys 781-338-6894
– John Shontell 781-338-6614
– Helene Bettencourt 781-338-3639
March 2, 2007
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