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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
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
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.
CPI MAIN MENU
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Report MenuCPI File Upload
CPI Add/Edit/DeleteValidation Routine
Status Check List
PSC Data Request
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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19
WHEN IS DATA COLLECTED?
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20
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
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)
COMPARING EXTRACT DATA TO LAYOUT
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A-Record – Demographic Data20111611888888888A01F2MMMMMMMM, JOAN KAY 19491120000010005
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)
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 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
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
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 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