Data Collections N EW CPI C OORDINATOR T RAINING.

NEW CPI

COORDINATOR TRAINING

AGENDA Using the GaDOE public

website Linking to the secured portal CPI

– What, Where, When

– How – the Process• Uploading

• Validation and Error Resolution

• Reports

• Signing Off

– PSC Download8/22/2010 6:05:45 PM

USING THE GADOE WEBSITE

1. Public website• Data Collection

Documentation

2. Secured “Portal”Login• Main Menu to CPI

PUBLIC WEBSITE http://www.gadoe.org/

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DATA COLLECTIONS

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To View Documentation

Select “Data Collections”

DOCUMENTATION – ALL DATA COLLECTIONS

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CPI

Race/ Ethnicity Resources

CPI DOCUMENTATION - SELECT YEAR

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2012 CPI Resources

CPI DOCUMENTATION LIST

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Key Documents:

File Layout and Edit RulesData Elements GlossaryView/Download Code Tables

2012 Certified/Classified Personnel Information (CPI)

FILE LAYOUT AND EDIT RULES

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Identifies data elements in each layout (record) and their placement in each record.

DATA ELEMENT GLOSSARY

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Provides detailed definitions of each data element in an alphabetic listing.

Each data element in the layout is further defined in this document.

VIEW/DOWNLOAD CODE TABLES

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Provides code listings that can be viewed, printed, and downloaded.

Job CodesCertificate Type CodesSecondary Fund CodesSubject Matter Codes

Certificate Fund CodesTermination Codes

PORTAL LOGIN – SECURED SITE

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Select to Log In

LOGGING INTO THE “PORTAL”

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Need Login Access?

APPLICATION SELECTION

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You may have just one option available to you, depending on your access authority.

Don’t see CPI Active?? – contact your Security Officer.

SELECT CYCLE

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October 2011 is Fiscal Yr 2012

CPI MAIN MENU

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Report MenuCPI File Upload

CPI Add/Edit/DeleteValidation Routine

Status Check List

PSC Data Request

CPI DATA COLLECTION

Certified and Classified Personnel Information (Board Rule 160-5-2-.50)

Reporting of certified and classified personnel based on their role within your district

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State funding for certified staff (Training and Experience –

T&E) Math/Science Incentive Funding Determine Teacher Shortage

Areas Program Reviews State/Federal Reporting PSC for Highly Qualified

Teacher determinations for NCLB

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WHEN IS DATA COLLECTED?

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Cycle One - October 4 -27, 2011 Data used for T&E funding and reports

Cycle Two - March 1-23, 2012 Data used for analysis and reports

Cycle Three – LEAVE - July 5- 19, 2012 Data used for analysis and reports

Fiscal Year 2012

A, B, C Records

A & DRecords

Personnel Demographic Information- A Record

SSN: xxxxx9935 Personnel ID: 00000001

Full Name: BUNKER, ARCHIE Birth Date: (mm/dd/yyyy) 10/17/1965

Gender: M Race: 2

Employee Type Displaced Staff From

Personnel Demographic Information- B Record

Certified Emp Basis 1 Classified Emp Basis 0

Contract Days-Certified 190 Annual Work Days-Classified 0

Annual Contract Salary-Certified $51,740.00 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 $51,740.00

Assignment Information- C Record

SchoolID

School Name Percentof Time

AssignmentTYPE

In FieldStatus

CertificateType

JobCode

SubjectMatter

CertificateField

FundCode

0103 Sample High School 66.0  C  I  T  109  400  748  00 

0103 Sample High School 34.0  C  I  T  112  910  748  00 

Cert Level Effective Date Provision

Flag Certificate Field Code Begin Date End Date

4 07/01/1994 F T 748 05/20/2006 06/30/2014

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 Education CPI Employee Record Detail

WHAT DATA IS REPORTED?

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Up to 6 records

“REGULAR” DIRECT

CONTRACT EMPLOYEE

S

LONG-TERM SUBSTITUTES

3RD-PARTY CONTRACT EMPLOYEES

STAFF POPULATIONS REPORTED

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EMPLOYEE TYPE = blank/nullo Direct contract with school districto Visiting International Faculty (VIF)

OREMPLOYEE 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

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

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

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??

EMPLOYEE TYPE Code

Personnel Record Layouts

Certified T&E $

L Long-Term Substitutes

A No

P Third-Party Contracts

A & C No

B SB 327 Employees

(direct contract)A, B, & C Yes

Blank/null Other direct contract employees and VIF

A, B, & C Yes

OVERVIEW OF PROCESS

HOW it works…

FROM YOUR LOCAL SYSTEM TO CPI

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Local Data System

Extract

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.

ENTERING DATA IN LOCAL SYSTEM

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Good Data Entry in Local System Causes Less Errors On Upload

Local Software Assistance

Vendor Documentation

Vendor Help Line

CREATING AN EXTRACT

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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)

WHAT AN EXTRACT LOOKS LIKE…

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COMPARING EXTRACT DATA TO LAYOUT

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A-Record – Demographic Data20111611888888888A01F2MMMMMMMM, JOAN KAY 19491120000010005

THE UPLOAD PROCESS

From Extract To CPI…

MAIN MENU

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Select CPI File Uploadto upload extract

UPLOAD SCREEN

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Click on Browse to find and select extract

SELECT EXTRACT FROM VENDOR’S LOCATION

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Check your extract instructions for location of the extract file. If you need further instructions, contact vendor, or PC Genesis representative.

ONCE SELECTED,UPLOAD THE FILE

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Once extract file is selected, the path of the file will display in the path box. Click on “Upload File” to execute the upload.

UPLOAD COMPLETE

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Do not confuse “Upload Complete” (on screen)

with Process Being “Successful” (message via email)

VALIDATION AND

ERROR RESOLUTION

Correcting Your Data…

VALIDATION PROCESS – ERROR CHECKS

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Status Message Line

UPLOAD AND VALIDATION PROCESS

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Create Extract

Upload Extract

Email to user logged into portal

Successful Process

PRE-VALIDATIONProcess

VALIDATION & Error Report Process

Process Failed

Error Report

“Upload Complete”

IF PROCESS FAILS…

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“Process Failed” message on Main Menu

Email sent to person logged into CPI Indicates 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

RESOLVING ERRORS

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CP008 - Errors and Warning Summary

CP009 - Error and Warnings Detail

ERROR SUMMARY REPORT – CP008

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Click on Error Code for Detail List

ERROR AND WARNING DETAIL – CP009

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Click on Employee SSN to view Employee Records

999 Sample County

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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

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Make corrections in local software

Correct and re-upload to CPI

Automatic revalidation

Recheck CPI error listing

Strategy for …

Correcting Errors

STATUS CHECK LIST REPORT

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ADD/EDIT/DELETE

Making On-Line Changes…

CORRECTING …

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• 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

WARNING!

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• 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

ADD ONLINE– EXAMPLE: EMPLOYEE NOT TERMINATED IN PRIOR CYCLE

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Employee Terminated Last Cycle But Reported as “Active “ last cycle:

Enter: A-Record DemographicsB- Record Termination Code and “dummy date” for Termination Code:

(July 4th [cycle 1] or Dec 25th [cycle 2])NO C-Record AssignmentsThen SUBMIT (save)

EDIT ONLINE– CHANGING DATA ALREADY UPLOADED

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Don’t forget to SUBMIT (save) changes

Certification information is checked against cert data from PSC.

DELETE – REMOVING DATA ONLINE

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Deleting will remove all record levels for

this SSN.

OTHER MAIN MENU OPTIONS…

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• Report Menu CPI Add/Edit/Delete Validation Routine Status Check List• PSC Data Request

REPORTS

A Brief Look…

Report Menu is broken out by categories…Transmission, Certified, Classified, All Employees,

and link to PSC data

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ACCESS VIA1. “DATA HAVE ERRORS” STATUS MESSAGEOR 2. THE REPORTS MENU

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TRANSMISSION

CP001 Transmission Verification CP008 Errors and Warning Summary

CP009 Errors and Warnings Detail

Error Reports

T&E RELATED REPORTS IN-FIELD VS. OUT-OF-FIELD REPORTSSPECIAL ED REPORTS CTAE REPORTSNATIONAL CERTIFICATION DUPLICATE ID REPORT

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CERTIFIED CP003 Employee Training and Experience CP004 Employee In-Field Status Summary

CP005 Employees With Out of Field Status CP006 Employee Funding Source Summary

CP007 Employees Average Salary Summary CP011A CTAE- Contract Information

CP011B CTAE- Job Assignments CP012 Employee Record Summary

CP016 Employee Ethnicity and Gender CP019 Teacher National Certification

CP021 Teachers Avg Salary Comparison 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 CP031 Personnel Not Funded Through T&E

CP033 Employees Certificate Type 998 or 999 CP034 Years of Experience Comparison

v

v

Reports to Monitor

JOB CODE REPORTSACTIVE VS TERMINATED EMPLOYEESLONG-TERM SUBS & 3RD-PARTY CONTRACTS

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Reports to Monitor

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

SIGN OFF

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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.

100 Sample County – 2011-1

PLAN YOUR CALENDAR

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• Deadlines are important Resolve duplicates early in the cycle

Please make the Initial Transmission deadline

Build in time to handle the unexpected

Build in time to review data and reports

Avoid the “last-minute” stress!

PSC DOWNLOAD

Certification Data For Your System…

PSC DATA DOWNLOAD

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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

NEED ASSISTANCE?

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Email questions and problems to: [email protected]

Or call the Help Line at 800-869-1011

Help Desk can assist with

CPI

PC Genesis (GaDOE software)

Cannot assist with vendor software