My name is Stacy Butler. I will be showing you how the import process will work in

Transcription

1 Welcome to today s presentation on Importing SIS IDs, Ethnic Codes, and IEINs into iepoint. My name is Stacy Butler. I will be showing you how the import process will work in iepoint>. I am joined today by Scott Beever from ISBE. 1

2 By clicking the orange arrow, you can open and close your control Panel. At the end of today s webinar we will have a Q&A session to answer questions. If you are listening through your computer, there is no need to raise your hand before asking a question. Send questions to us through the Questions pane. Simply type in your question and click send. And finally, we will be recording today s webinar. 2

3 Welcome to today s presentation on Importing SIS IDs, Ethnic Codes, and IEINs into iepoint. My name is Stacy Butler. I will be showing you how the import process will work in iepoint>. I am joined today by Scott Beever from ISBE. 3

4 4

5 5

6 6

7 7

8 iepoint> , which will be released this week, will have two new menu options for iepoint> Managers: Import SIS Information and Import IEIN Information. No other users will be allowed in iepoint> while an import process is running. 8

9 Notice that this says SIS Information, this means that it is not limited to the SIS IDs. Ethnic Codes are also a part of the SIS Information. Getting the ethnic codes from SIS is a one time process. This is just to help you since ISBE has changed the requirements for reporting Race/Ethnicity this school year. After the one time import of Ethnic Codes from SIS, districts will be required to maintain up to date Ethnic information as in the past. Because of the different options available, we will go through this a couple of times so everyone can see what will happen with each option. So let s get started with the SIS Information import process. 9

10 First let me say that you can import SIS IDs and opt NOT to import Ethnic Codes. However, to import Ethnic Codes, you must import SIS IDs. So if you select No on this screen, the entire Import SIS Information process will end and the form will close. I will select yes 10

11 Now I am asked if I would like to import all available Ethnic Codes from SIS. Here I can say Yes and import both SIS IDs and Ethnic Codes. Or I can say No to Ethnic Codes and import only SIS IDs. You may ask Why would I not want to import Ethnic Codes from SIS? The answer is simple: If you have already updated all of your students with the new Ethnic codes for this school year, then you may not want to overwrite that work by importing the Ethnic codes from SIS. It just depends on how you have entered your data into iepoint>. If you have not manually updated your Ethnic Codes for this school year, then it is highly recommended that you import the Ethnic Codes from SIS as a starting point. This time through, I will select No. 11

12 Be patient while the import process is running. It may take several minutes. You can monitor the progress on the screen. 12

13 There are several reports that can be run during the import process. Remember that I said Yes to SIS IDs and No to Ethnic Codes. So I m going to say Yes to print reports. 13

14 There are three different reports you can run to see what data was imported into iepoint> for the SIS IDs. The first report is called Students with Blank ISBE SIS IDs. Let s take a look at an example of that report. 14

15 As you can see, this simply shows a list of all students that did NOT get an ISBE SIS ID. 15

16 Next, let s look at the report named Student with ISBE SIS ID Matching Client Entered SIS ID 16

17 This report lists all students where you, the client, have entered the correct SIS ID. At the present time, iepoint> is keeping the client entered SIS ID and the ISBE SIS ID in separate fields. This is because Harrisburg Project and ISBE are still working out the details of the matching process and we do not want to overwrite any of the SIS IDs that you may have entered. At some point in the future, we are planning to consolidate the SIS IDs into one field and you will be receiving the SIS ID directly from ISBE. 17

18 Finally, let s take a look at the last report named Students with ISBE SIS ID not Matching Client Entered SIS ID 18

19 As you can see some records have a client entered SIS ID and no ISBE SIS ID and vice versa. These records failed the matching process between FACTS and ISBE and these are the records we are working with ISBE to correct. You may also see records where both the client entered SIS ID and the ISBE SIS ID exist, but they do not equal. If you have mismatching Client Entered SIS ID s and ISBE SIS IDs, we recommend 1. If it is obviously human error when entering SIS ID correct it. 2. If IDs are totally different, as with this example, contact the person in charge of entering the SIS Information and see which one is correct. 19

20 After reviewing the reports, you will finally get a success message. Remember, in this example we said Yes to import SIS IDs and No to import Ethnic Codes. Are there any questions before we go thru the next option? 20

21 Okay, now let s go through it again. So back to the beginning we go. Remember, we are going through this again just to demonstrate the different options that are available in iepoint>. In reality, you will only be going through the Import SIS Information one time at your site. Once again I will select Import SIS Information. 21

22 Remember that during the first run through we said Yes to SIS ID import and No to Ethnic Code import. To import Ethnic Codes, you must import SIS IDs. This is because the Ethnic Codes are only as reliable as the SIS IDs. So again we will say Yes to SIS ID import. 22

23 Now I am asked if I would like to import all available Ethnic Codes from SIS. This time I will answer Yes and import both SIS IDs and Ethnic Codes. 23

24 The process this time has been very much the same as the first time through. Once again, be patient. This process may take a few minutes. You can monitor the progress on the screen. 24

25 Again you will be asked if you would like to run several SIS ID reports. We will not go thru all of the reports again. 25

26 This time, because I said Yes to importing Ethnic Codes, I am also asked if I want to print the SIS Ethnic Code Import Results report. This is the only time that you will have the option to view and print this report so we highly recommend that you do so. Let s answer Yes 26

27 You may ask why this is the only opportunity you have to print the SIS Ethnic Code Import Results report. This is because the original ethnic code in iepoint> is being overwritten with the SIS ethnic code. This is a one time process and the original ethnic code would not be available to print on a report at a later time. 27

28 Here is the report. As you can see, it gives you the Student Name and ISBE ID, Previous Ethnic, and SIS Ethnic Imported. The Previous Ethnic will display what was in the 2011 Ethnic field prior to importing SIS Information. If something was entered in the previously prior to the import and no SIS match was found, then the Ethnic field will still have what was manually entered. What that means is: No Match, No Overwrite 28

29 After reviewing the reports for the SIS Import process, you will be shown the Success! Message indicating that the import process is complete. Please be aware that there is not a 100% matching rate between your iepoint> data and SIS and that your data will probably not be error free after the import process is complete. It is important to remember that the Ethnic Import may not fix all of the errors, but it will NOT create new errors. If you had Ethnic errors prior to the import process, you may still have errors after. We highly recommend performing a Check Data Validity for Student Approval after the import process is complete so you can get a listing of all errors that must be corrected prior to the December transmission. 29

30 Remember, Ethnic Codes can only be imported one time. If you forget that you have imported Ethnic Codes and attempt to import them again, you will be required to contact Harrisburg project and request a passkey. We can not foresee any valid reason that you would need to import the SIS ethnic codes again, but just to be on the safe side, we are providing a way to do so if necessary. Another way to see if Ethnic Codes have been imported is to print the iepoint Log Report with All Actions from the iepoint> Manager Reports. That wraps it up on the Import SIS Information options. Are there any questions before we go through the Import IEIN Information? 30

31 Okay, let s take a look at the IEIN import process. The IEIN is the number assigned to certified staff by the Educator Certification Division at ISBE. This school year, ISBE will begin the progression of using the IEIN instead of SSN to uniquely identify personnel. This will help with privacy issues by not using the SSN. Remember that the import process is optional. 31

32 When asked to import all available IEIN numbers from ISBE I will answer Yes. 32

33 Be patient while the import process is running. It may take several minutes. You can monitor the progress on the screen. 33

34 Remember that if any data has been entered in to the IEIN field, it will be overwritten during the import process if an IEIN is found for the personnel. If no IEIN number is found then no match = no overwrite. There are several reports that can be run during the import process. So I m going to say Yes to print reports. 34

35 There are four different reports you can run to see what data was imported into iepoint> for the IEINs. All of these reports basically show the same data, they are just sorted in different ways to help meet your needs. Let s take a look at an example of one of the reports. 35

36 As you can see, the report lists the name of the personnel and the IEIN that was imported. This particular report is also sorted by Employing District. 36

37 After reviewing the reports for the IEIN Import process, you will be shown the Success! Message indicating that the import process is complete. The matching rate for the Personnel IEIN is very high but not yet 100%. We are planning to get an updated file from ISBE after each data transmission for you to import. Be sure to watch our weekly news briefing for the announcement of the availability of the updated IEINs. Are there any questions about the IEIN Import process? 37

38 As I mentioned before, you can access all of the reports for the SIS ID and IEIN import processes from the iepoint> Manager Manager Reports menu option. Remember, the Ethnic Code import results report is only available immediately after importing Ethnic Codes. 38

39 39

40 40

41 41

42 42