Massachusetts Department of Education

1
MassachusettsDepartment of Education

• Education Personnel Information Management System
  (EPIMS)
• Vendor Presentation
• March 2, 2007
• http//www.doe.mass.edu/infoservices/data/epims

2
Agenda

• National Trends
• Project Overview
• Overview of EPIMS ID Maintenance Requirements
• Overview of EPIMS Data Collection Requirements
• Project Schedule / Next Steps
• QA

3
Goals for Todays Meeting

• EPIMS system reporting requirements
• Review project schedule
• Provide contact information

4
National Trends
5
Massachusetts Educator Data A National
Perspective
Map is credited to EPE Research Center, 2006.
6
Massachusetts Educator Data A National
Perspective
Map is credited to EPE Research Center, 2006.
7
Massachusetts Educator Data A National
Perspective
Map is credited to EPE Research Center, 2006.
8
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

9
Project Overview
10
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)

11
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

12
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

13
EPIMS Data Transmission
14
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

15
EPIMS System Components
16
EPIMS ID Maintenance
ID Maintenance
Reports
Data Collection
ID Assignment
ID Lookup
Update Characteristics
Enter Single Records Transmit Multiple Records
in a file
Enter Single Records Transmit Multiple Records in
a file
Single records
17
MEPIDs

• Whats 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

18
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

19
ID MaintenanceProcess Flow forMEPID
Assignment, Lookup, and Verification
20
MEPID Assignment

• Individual ? enter identifying characteristics
  via web form
• Group ? upload file containing all required
  identifying characteristics for each individual

21
MEPID Assignment (ctd)

• Information checked against DOE statewide
  directory
• If no match found, MEPID Assigned
• If match found, theres 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

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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

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ID Maintenance Functional Requirements for Batch
MEPID Assignment, Lookup Verification
29
Batch MEPID Assignment

• Export a file with fields ID01ID07
• 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

30
Batch MEPID Assignment
An example of a file with 2 MEPID assignment
recordswith no errorssubmitted by
Lynn EPIMS,MEPID_ ASSIGN,01630000 June,D,Smith,1
1/05/1949,f,00,215 Jenny,D,Allen,12/02/1964,f,5678
91233,355
31
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
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Batch MEPID Lookup

• MEPID Lookup
• Export a file with fields ID01ID07
• Fields ID01,ID03,ID04 required, ID02,ID05ID07
  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

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Batch MEPID Lookup
An example of a file with 2 MEPID lookup
recordswith no errorssubmitted by
Lynn EPIMS,MEPID_ LOOKUP,01630000 June,D,Smith,1
1/05/1949,,, Jenny,D,Allen,12/02/1964,,567891233,
Reminder Commas required even if fields are
empty. Each record should have the same number of
commas.
34
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,56789
1233,355

• MEPID returned at beginning of record
• All information in database is returned with the
  request

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Batch MEPID Verification

• MEPID Verification
• Export a file with fields MEPID,ID01ID07
• Only MEPID required, ID01ID07 optional
• Commas required for fields ID01ID07 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

36
Batch MEPID Verification
An example of a file with 2 MEPID verification
recordswith no errorssubmitted by
Lynn EPIMS,MEPID_ VERIFICATION,01630000 51234548
,,,,,,, 52451268,Jenny,,Allen,,,567891233, Remind
er Commas required even if fields are empty.
Each record should have the same number of commas.
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Batch MEPID Verification File Returned to
Districts
MEPID Verification returned with no
errors EPIMS,MEPID_ VERIFICATION,01630000 5123454
8,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

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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!

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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,0
8/20/1944,F,776,677,"Invalid of
columns ,FRANCES,ROSS,08/01/1951,f,568799,54,"Fir
st Name Missing"FRANCES,LEE,MELAN,F,543276,007,"
Date of Birth Missing"AGNES,LYNNE,SMITH,01/15/197
7, "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_at_,A,REDD,10/20/1973,f,34
3456,0,"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"

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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"

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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 Employees local record

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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

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EPIMS System Components
44
EPIMS Data Collection
ID Maintenance
Reports
Data Collection
District and DOE Review Summary Reports
Transmit Data
Validate Data
Submit Data
Certify
Validate across district collection Correct
Records View Errors / Reports
Enter Single Records Enter Multiple Records
Certify Collection View Certifications
Submit Collection View status history of
submissions
45
EPIMS Data CollectionData Elements
46
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

47
Process to Identify EPIMS Data Elements

• EPIMS staff researched educator data collections
  in other statesEPIMS 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)

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Coordinated Collection of Educator Data

• Modifications will be made to take advantage of
  ELARs 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

49
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

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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

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Staff Roster Record (SRR)

• Employment Status at Time of Data Collection
• Reason for Exit
• Date of Hire
• Federal Salary Source (up to 3)
• Percent of Federal Salary Source (up to 3)
• Degree Type (up to 3)
• Degree Institution (up to 3)
• Degree Subject (up to 3)

• MEPID
• Local Employee Number
• License/Cert. Number
• First Name
• Middle Name / M.I.
• Last Name
• Date of Birth
• Race-Ethnicity

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Staff Roster (ctd)

• SR01 MEPID (Massachusetts Education Personnel
  Identifier)
• SR02 Local Employee Number
• Districts 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

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SR04SR07

• These Data Elements
• Link to MEPID data
• Link to Work Assignment
• Easy identification for error correction

• SR04 First Name
• SR05 Middle Name/M.I.
• SR06 Last Name
• SR07 Date of Birth
• format mm/dd/yyyy

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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/r
  ace_faq.html

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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

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SR08 Race-Ethnicity (ctd)
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SR09 Employment Status at the Time of Data
Collection

• The two-digit code that describes an individuals
  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.

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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 K12 public education
• 09 Other employment in education
• 10  Other employment outside education

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SR11 Date of Hire

• The date of the individuals 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

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SR12, SR14, SR16 Federal Salary Source 13

• Specific federal grant codes funding an
  individuals job position. Up to 3 different
  federal funding sources can be provided for an
  individuals job position
• Use 3-digit federal fund code

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SR13, SR15, SR17 Percent of Federal Salary
Source 13

• 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

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SR18SR26 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

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SR20, SR23, SR26 Degree Subject 13

• Major subject area for all degrees
• Double majors represented as two degrees
• Not collecting information on subject areas of
  minor concentration

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Work Assignment Record

• MEPID
• Local Employee Number
• First Name
• Middle Name / M.I.
• Last Name
• School ID Number
• Job Classification
• Assignment
• Grade

• Subject Area-Course
• Class Section
• Full Time Equivalent (FTE)
• Instructional Paraprofessional Qualifications
• Highly Qualified Status
• Subject Matter Competency (SMC)

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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

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WA01WA05

• WA01 MEPID
• WA02 Local Employee Number
• WA03 First Name
• WA04 Middle Name/M.I.
• WA05 Last Name

• These Data Elements
• Link to MEPID data
• Link to Staff Roster
• Easy identification for error correction

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WA06 District/School ID Number

• 8-digit ID
• District Personnelthe last 4 digits are 0000
• School Personnelthe last 4 digits identify the
  specific school

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WA07 Job Classification

• A description of the specific duties and
  responsibilities of a position
• Examples
• Superintendent
• Principal
• Teacher
• Guidance Counselor

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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

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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 (K1, 12)
• Multiple (school XXX teacher serves multiple
  grades)
• All (gym teacher serves all grades in a school)

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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

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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

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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.

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WA13 NCLB Instructional Paraprofessional
Requirements

• (Title I Only)
• 00 Not employed as a paraprofessional
• 01 Associates (or higher) Degree or 2
  years/48 credit hours of study at an
  institution of higher education
• 02 Formal Standardized Tests Parapro or
  WorkKeys

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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)

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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

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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
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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 0306 valid for middle/secondary teachers
  only

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EPIMS Data CollectionProcess Flow
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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

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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

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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

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Step 4 Certify Collection

• Districts Superintendent reviews Summary Reports
• Superintendent accepts data as accurate and
  certifies collection
• No more changes can be made after Superintendent
  certifies collection

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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 districts data
  collection activities.

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How will EPIMS verify my data?

• As files are transmitted to the DOE, an automatic
  error check will answer these questions
• Is the format of your file OK?
• 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
• Do the data across this collection look right?
• Does this data set make sense compared to your
  previous submissions for this collection?

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EPIMS Data Collection
Step 1 District Transmits Single or Multiple
Records (in a File) to EPIMS
EPIMS Error Check
Yes Errors
No Errors AND All Records Transmitted
Step 2 Validate Collection
Error Report
Error Check and Validation continue until
Error-Free
EPIMS Validation
Yes
No Errors
District Updates Records in EPIMS
Yes Errors
Validation Report
District Corrects Records in district system and
Re-Transmits Updated File
Step 3 Submit Collection
No
Review Reports
Step 4 Certify Collection (Superintendent only)
Yes
Collection Complete
No
Step 1
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EPIMS Data Collection Functional Requirements
for Staff Roster and Work Assignment Files
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Staff Roster File

• Export a file with fields SR01SR26
• 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

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Staff Roster Examples

• Fred Smith
• License / Cert Number in file (SR3) so he Does
  Not Need Degree Information (SR1826)

• Frank Jones
• Funding Sources (SR13)
• ½ from federal grant
• ½ from local funds
• High School Diploma (SR18)

EPIMS,STAFF_ROSTER,00350000 60113589,333,00,Frank,
NMN,Jones,12/02/1962,01,01,00,03/02/1988,323,.5,00
0,00, 000,00,012,0000,00,000,0000,00,000,0000,00 6
01456132,777,95865421,Fred,D,Smith,12/02/1962,21,0
1,00,08/17/1997,000,00,000,00,000,00,000,0000,00,0
00,0000,00,000,0000,00
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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,.5,00
0,00, 000,00,012,0000,00,000,0000,00,000,0000,00 6
01456132,777,95865421,Fred,D,Smith,12/02/1962,21,0
1,00,08/17/1997,000,00,000,00,000,00,00,0000,00,00
0,0000,00,000,0000,00
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Work Assignment File

• Export a file with fields WA01WA15
• 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

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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
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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,H
all,00350007,2305,002,10,02072,A23,.2,00,01,02 567
98421,124,Porter,NMN,Hall,00350007,2305,002,10,020
52,B23,.2,00,01,02 56798421,124,Porter,NMN,Hall,00
350007,2305,002,10,02052,B24,.2,00,01,02
97
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,Ha
ll,00350007,2305,002,09,02072,111,.2,00,01,02 5679
8421,124,Porter,NMN,Hall,00350007,2305,002,09,0207
2,222,.2,00,01,02 56798421,124,Porter,NMN,Hall,003
50007,2305,002,10,02072,333,.2,00,01,02 56798421,1
24,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
98
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!

99
Staff Roster Error Records

• Example of Records not Processed due to missing
  or extra fields

EPIMS,STAFF_ROSTER,03360000 50042036,,,987654,08,A
rlene,NMN,FOLEY,02/04/1959,33,01,
03360000,02/27/1999,000,000,000,000,000,000,001,35
49,21,000,0000, 00,000,0000,00,"Invalid of
columns"

• Example of Records not Processed with file format
  errors

EPIMS,STAFF_ROSTER,03360000 50043037,346578,00,ANI
L,M,CHOPRA,02/27/79,32,01,00,02/27/1999,
000,000,000,000,000,000,001,3549,21,000,0000,00,00
0, 0000,00, "6035 - Invalid format for Date of
Birth (SR07) 2003 - Invalid/Missing
Race/Ethnicity (SR09) 6040 - DOB must match
MEPID on file "
100
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) "
101
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)
102
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

103
EPIMS Data CollectionProcedural Issues

• MEPIDs must be assigned before staff roster or
  work assignment records can be submitted for an
  individual.
• Staff roster records and work assignment records
  can be submitted in any order.
• Districts can delegate schools to load work
  assignment records but not staff roster records.
• Staff roster records can be loaded, corrected or
  viewed by a district-level role.
• Only districts can validate, submit, and certify
  collection
• Except for exiting staff, all staff roster
  records must have at least one corresponding work
  assignment.

104
EPIMS Data CollectionProcedural Issues

• 7. In subsequent years, districts will be
  able to roll over and edit previous years
  submission OR
• upload batch files but not
  do both.

105
Statewide Implementation Schedule
106
Statewide Implementation

• January March 2007
• Statewide District Information Sessions
• Vendor Meeting
• Data handbook, appendices, sample file formats
  distributed and posted on website

107
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

108
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.

109
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_at_doe.mass.edu
• Melinda Coneys 781-338-6894
• John Shontell 781-338-6614
• Helene Bettencourt 781-338-3639