New CPI Coordinator Training. Technology Management

Transcription

1 New CPI Coordinator Training Technology Management

2 Agenda first hour 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

3 Using the GaDOE Website Public website Data CollectionDocumentation Portal Login Main Menu to CPI

4 Public Website

5 Data Collections To View Documentation

6 Documentation All Data Collections CPI Race/ Ethnicity Resources

7 CPI Documentation - Select Year 2010 CPI Resources

8 CPI Documentation List Key Documents: File Layout and Edit Rules Data Elements Glossary View/Download Code Tables

9 File Layout and Edit Rules Identifies data elements in each layout (record) and their placement in each record.

10 Data Element Glossary Provides detailed definitions of each data element in an alphabetic listing.

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

12 Portal Login Secured Site Select to Log In

13 Logging into the Portal Need Login Access?

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.

15 Select Cycle October 2009 is Fiscal Yr 2010

16 CPI Main Menu Report Menu CPI File Upload CPI Add/Edit/Delete Validation Routine Status Check List PSC Data Request

17 CPI Data Collection DefiningWHAT and WHEN it is..

18 WHAT IS CPI? Certified and Classified Personnel Information (Board Rule ) Reporting of certified and classified personnel based on their role within your district

19 HOW IS CPI DATA USED? 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

20 When is Data Collected? Fiscal Year 2010 Cycle One - October Data used for T&E Funding Cycle Two - March 4-26, 2010 Data used for analysis and reports Cycle Three LEAVE - July 1-15, 2010 A, B, C Records A & D Records

21 WHAT Data IS REPORTED? Georgia Department of Education March 2009 (CPI ) CPI Employee Record Detail 234-SAMPLE County Personnel Demographic Information- A Record SSN: xxxxx9935 Personnel ID: Full Name: BUNKER, ARCHIE Birth Date: (mm/dd/yyyy) 10/17/1965 Gender: M Race: 2 Employee Type Personnel Demographic Information- B Record Displaced Staff From Certified Emp Basis 1 Classified Emp Basis 0 Contract Days-Certified 190 Annual Work Days-Classified 0 Annual Contract Salary-Certified $51, Total Annual Salary-Classified $0.00 Certified YRS Experience 17 State Pay Step L4 Certificate Level 4 National Cert N Termination Code 0 Termination Date Local Years Service 11 Full Time Equivalent Salary $51, Assignment Information- C Record School ID School Name Percent of Time Assignment TYPE In Field Status Certificate Type Job Code Subject Matter Certificate Field 0103 Sample High School 66.0 C I T Sample High School 34.0 C I T Fund Code A01 Record Basic Demographics B01 Record Contract Information Calculated Amount C01 Records - Assignments PSC Details if available Cert Level Effective Date Provision Flag Certificate Field Code Begin Date End Date 4 07/01/1994 F T /20/ /30/2014 Certification Data from PSC

22 Staff populations reported REGULAR DIRECT CONTRACT EMPLOYEES 3 RD -PARTY CONTRACT EMPLOYEES LONG-TERM SUBSTITUTES

23 STAFF POPULATIONS DEFINED Regular Employee 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 to teach full time Certified Salary edits (E654 and E655) skipped for this population, as they are not restricted to the salary schedule minimums. Senate Bill Now OCGA

24 STAFF POPULATIONS DEFINED Long-Term Substitute 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.

25 STAFF POPULATIONS DEFINED Third-Party Contract Employee 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.

26 STAFF POPULATIONS DEFINED Third-Party Which Job Codes?? 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).

27 CPI RECORDS PER EMPLOYEE TYPE EMPLOYEE TYPE Code Personnel Record Layouts Certified T&E $ L Long-Term Substitutes A No P Third-Party Contracts A & C No B Blank/null SB 327 Employees (direct contract) Other direct contract employees and VIF A, B, & C Yes A, B, & C Yes

28 Overview of Process HOW it works

29 From Your Local System to CPI Ex: PC Genesis or local vendor system Local Data System Extract Text file Upload to DOE Application CPI current cycle Production Data * Note: Once data is archived, you cannot view the employee detail reports. Archived Data * storage after cycle

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

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)

32 What an extract looks like

33 Comparing Extract Data to Layout A-Record Demographic Data A01F2MMMMMMMM, JOAN KAY Element Record Position Description FISCAL YEAR A Current fiscal year Field Type Personnel Demographic Information - A Record Field Length N 4 Certified, Classified, Active, Terminated Required for: Edits Edit# 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 PERIOD A01 5 Identifies the CPI reporting period. A 1 Certified, Classified, Active, Terminated REPORT PERIOD must be the current valid CPI period: "1" = October "2" = May "3" = July E020 SYSTEM CODE A School System code. A 3 Certified, Classified, Active, Terminated SYSTEM CODE must be an active school system code in the Facilities Database. E041 SOCIAL SECURITY NUMBER A Employee s Social Security Number A 9 Certified, 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 must be reported as either active or terminated in CPI SOCIAL SECURITY NUMBER must be unique for every RECORD TYPE = "A01" in entire STATE where TERMINATION CODE = zeros. E064 E805 E2016 W805 RECORD TYPE A Identifies part of the record layout. A 3 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

34 The Upload Process From Extract To CPI

35 Main Menu Select CPI File Upload to upload extract

36 Upload Screen Click on Browse to find and select extract

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.

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.

39 Upload Complete Do not confuse Upload Complete with Process Being Successful

40 Validation & Error Resolution Correcting Your Data

41 Validation Process Error Checks Status Message Line

42 Upload and Validation Process to user logged into portal Create Extract Process Failed Successful Process Upload Extract Upload Complete PRE- VALIDATION Process VALIDATION & Error Report Process Error Report

43 If Process Fails Process Failed message on Main Menu 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

44 Resolving Errors CP008 - Errors and Warning Summary CP009 - Error and Warnings Detail

45 Error Summary Report CP008 Click on Error Code for Detail List

46 Error and Warning Detail CP009 Click on Employee SSN to view Employee Records 999 Sample County

47 Why is the error occurring? Check File Layouts Look at data element description in layout Look at error message Inspect data in local software Inspect data in CPI

48 Strategy for Correcting Errors - Make corrections in local software Correct and re-upload to CPI Automatic revalidation Recheck CPI error listing

49 Status Check List Report

50 ADD/EDIT/DELETE Making On-Line Changes

51 Correcting Errors Online in CPI Use for last-minute changes only! Online changes two methods 1. Add/Edit/Delete 2. Error Listing Detail Revalidate after all corrections are made you do not need to do after each record

52 Warning! Re-uploading an extract will wipe any online changes previously made online! Make sure all uploads are completed before making any last-minute changes online.

53 Modified Online Screen for FY2010 New Ethnicity and Race Categories Implemented Full Name is broken out to separate data elements

54 ADD Example: Employee Not Terminated In Prior Cycle Employee Terminated Last Cycle But Reported Active Insert minimal data (so errors will not occur), including correct Termination Code and dummy date of termination for Cycle: (July 4 th, Dec 25th) Then SUBMIT (save)

55 EDIT changing data already uploaded Don t forget to SUBMIT (save) changes

56 DELETE removing data online Deleting will remove all record levels for this SSN.

57 Other Main Menu Options Report Menu CPI Add/Edit/Delete Validation Routine Status Check List PSC Data Request

58 Reports A Brief Look

59 Report Menu is broken out by categories Transmission, Certified, Classified, All Employees, and link to PSC data

60 Error Reports 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

61 v T&E Related Reports In-Field vs. Out-of-Field Reports Special Ed Reports CTAE Reports National Certification Duplicate ID Report CP003 Employee Training and Experience CP005 Employees With Out of Field Status CP007 Employees Average Salary Summary CP011B CTAE- Job Assignments CP016 Employee Ethnicity and Gender CP021 Teachers Avg Salary Comparison CERTIFIED CP004 Employee In-Field Status Summary CP006 Employee Funding Source Summary CP011A CTAE- Contract Information CP012 Employee Record Summary CP019 Teacher National Certification CP022 Employee Funding Source Detail CP025 Certificate Expiration Dates CP027 Spec Ed Teachers of Students Age 3-21 CP028 Spec Ed Teachers of Students Age 6-21 CP029 Rel Srvcs Providers of Students Age 3-21 CP030 Duplicate Employee ID s CP033 Employees Certificate Type 998 or 999 v CP031 Personnel Not Funded Through T&E CP034 Years of Experience Comparison

62 Job Code Reports Active vs Terminated Employees Long-Term Subs & 3 rd -Party Contracts CP002 Active Employee Summary ALL EMPLOYEES 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

63 Sign Off The Superintendent s Responsibility

64 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!

65 PSC Download Certification Data For Your System

66 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

67 Need Assistance? questions and problems to: Or call the Help Line at Help Desk can assist with CPI PC Genesis (GaDOE software) Cannot assist with vendor software