Education Personnel Information
Management System
(EPIMS)
Data Collection Application
Training
Agenda
• Preparation
• Using the EPIMS application to:
– Transmit files and correct errors – Validate the collection
– Submit the collection – Use the EPIMS reports – Certify the collection
• Review Schedule for Data Collection Period
• Questions/Issues
Preparation
• Assign Security Roles
– EPIMS District Full
– EPIMS District Limited
• Assign all your MEPIDs and clear all conflicts
• Review File Format documents, Data Handbook,
and FAQ posted on EPIMS website:
EPIMS Security Roles
EPIMS District Limited
Full access to assign MEPIDs, transmit and validate staff roster and work assignment data, and submit data collection; view related reports
EPIMS District Full
Limited access to assign MEPIDs, transmit staff roster and work assignment data but can’t validate the
collection; view related reports EPIMS
Certify
Certify collection; view submission and certification history
Staff Roster Records
• SR01 Massachusetts Education Personnel Identifier (MEPID) • SR02 Local Employee Number • SR03 ELAR Number • SR04 First Name • SR05 Middle Name/MI • SR06 Last Name • SR07 Date of Birth • SR08 Race/Ethnicity • SR09 Employment Status at Time of Data Collection • SR10 Reason for Exit • SR11 Date of Hire
• SR12 Federal Salary Source 1 • SR13 % of Fed. Salary Source 1
• SR14 Federal Salary Source 2 • SR15 % of Fed. Salary Source 2 • SR16 Federal Salary Source 3 • SR17 % of Fed. Salary Source 3 • SR18 Degree Type 1 • SR19 Degree Institution 1 • SR20 Degree Subject 1 • SR21 Degree Type 2 • SR22 Degree Institution 2 • SR23 Degree Subject 2 • SR24 Degree Type 3 • SR25 Degree Institution 3 • SR26 Degree Subject 3
Work Assignment Records
• WA01 Massachusetts Education Personnel Identifier (MEPID) • WA02 Local Employee Number • WA03 First Name
• WA04 Middle Name/MI • WA05 Last Name
• WA06 District/School Identification Number • WA07 Job Classification • WA08 Assignment
• WA09 Grade
• WA10 Subject Area/Course Code
• WA11 Class Section
• WA12 Full Time Equivalent (FTE) (as per DSSR)
• WA13 Instructional
Paraprofessional Qualifications for Title I Only
• WA14 Highly Qualified Status • WA15 Subject Matter
Using Data Collection & Reports
• Data Collection > Step 1: Transmit Data
– Transmitting Staff Roster and Work Assignment Files
• Reports > Transmission Reports
– Correcting Staff Roster and Work Assignment Files
• Data Collection > Step 2: Validate Data
– Data validated across SR and all WA files
• Reports > Validation Report
– Correcting validation errors
• Data Collection > Step 3: Submit Data
– Only after all errors corrected
– Review summary reports to verify numbers
• Data Collection > Step 4: Certify Data
How will EPIMS verify my data?
•
As files are transmitted to the DOE, an automatic
error check will answer these questions:
1. Is the format of your file OK?
2. Do the values in each record make sense?
•
Once all files are transmitted and are error free,
you will validate and then submit the collection.
•
These steps will answer these questions:
1. Do the data across this collection look right? 2. Does this data set make sense compared to your
previous submissions for this collection?
•
When you are sure the collection is accurate and
complete, you will certify the collection.
EPIM S Error Check
Step 1: District Transmits SR and
WAR Files to EPIMS
District Updates SR Records in EPIMS No Errors AND All Records Transmitted Error Report Yes Errors Step 2: Validate Collection
District Corrects Records in district system and Re-Transmits Updated File EPIMS Validatio n Validation Report Yes Errors No Yes Step 3: Submit Collection Step 4: Certify Collection (Superintendent only) Collection Complete EPIMS Data Collection Error Check and Validation continue until Error-Free No Errors Review Reports Yes No Step 1:
DOE Security Portal
EPIMS Homepage
on the
“Nav”
Bar
Data Collection
Your
organization
Reports
section
Data Collection > Step 1: Transmit
Data > File Transmission
• Transmitting Staff Roster Records (SRRs)
– Must be transmitted in one file only
– Transmitting a second SR file will replace the first
• Transmitting Work Assignment Records (WARs)
– Can be transmitted in multiple files – Can add new files OR replace old
Data Collection > Step 1: Transmit
Data > File Transmission
Transmitting Files
• Use the “Browse” button to find your file
• Even if you select “Transmit a new file” for a file of
staff roster records, it will still replace the previously
transmitted file—only one SRR file per district.
• Be sure that the file you are replacing is the corrected
file with correct number of records—keep track of the
record count of your files.
File Transmission Page
“The file is being transmitted and checked for
errors,” indicates that some records
may be being
File Transmission Page
The presence of the Error message and the “File
Upload Error List” indicate that some records could NOT be processed.
If there were file upload errors in all of your records, they all may be in the File Upload Error List.
File Upload Error List
• This list is only available the first time you
transmit a file. You will not be able to refer
back to it unless you print the page(s) or
download the file.
• If the list comprises more than 1000
records, they will not be shown on-screen.
You can only access these records by
File Transmission Results
•
You will receive an email when the file
has been processed.
•
Results of processed records will be
available in two places.
1. Reports > Transmission Reports
2. Step 1: Transmit Data > File Transmission
• Single Edit Function for Staff Roster file available here
Reports >
Transmission Reports
• Separate boxes for SRR and WAR files • All files previously transmitted in the collection period are listed in these boxesReports >
Transmission Reports
Information provided: “File Name,” “Date Transmitted,” “Total Records,”“Records with Errors,” “Transmitted By,” and the option to “Select the File for Viewing.”
Two Locations for
Transmission Reports
• Transmitted File History can be found on both
pages: Reports and the File Transmission page.
• On the File Transmission page, you have the
File Transmission Page
Also on the File Transmission page,
you have the option to edit your staff
roster file in the EPIMS application.
Editing a Staff Roster File Online
File Transmission page, NOT Transmission
Reports page
Select file for viewing
Number of records
transmitted with errors
Records listed individually with error details
List is ordered by MEPID, lowest to highest
MEPIDs in Error List are linkable here in File Transmission but NOT in the Transmission Report.
If you know the MEPID, use the lookup box to find it in the file. You can look up records sent with errors or without errors.
Errors identified at top of record can be corrected here.
Update the record when errors have been corrected.
If you leave the record before correcting all the errors, no changes will be saved.
Wherever possible, the data elements are provided in dropdown lists.
Select correct federal salary source from list.
Link at bottom of page enables return to file to edit more records
Corrected record for Archibald Leach is gone.
Following the correction of Leach’s record, one record without an error appears in a separate box.
The download file has been updated as well. The records with errors has decreased by one.
Next Steps
• Correct the records that were not processed
because of errors.
• Correct the records that were processed and
found to have errors.
• Combine with the error-free records from
the original file and re-transmit, replacing
the original file in EPIMS.
Data Collection >
Step 2: Validate Data
Indicates the number of staff roster and work assignment files that have been transmitted.
This message indicates that there are still errors in the transmission files prohibiting the execution of step 2.
Data Collection >
Step 2: Validate Data
When there are no transmission errors remaining in the transmitted files, the “Validate” button will appear.
Data Collection >
Step 2: Validate Data
Numbers other than zero in the total record count fields indicate that the collection has been validated.
The number of errors refers to validation errors. Go to the Validation Report to see these errors.
Reports > Validation Report
Staff roster and work assignment errors appear in separate
boxes. However, in the case of Mitchell, the error could be fixed by either changing the employment status to a “not working” status (SR09 = 02, 03, or 04), or by including a work assignment record for Mitchell in the work assignment file.
• Collection Based Errors:
– Errors that appear in the work assignment error
list without a MEPID are collection based.
• 6209 – School not reported
• 6211 – Superintendent not reported • 6212 – Principal not reported
• 6213 – Special Education Administrator not reported
– Try to prevent these errors before you get to
Validation.
Next Steps
• Correct Validation Errors in staff roster and
work assignment files.
• Return to Step #1 to re-transmit corrected
data files and re-validate until the files are
error free.
If you still have errors in your collection, you will not see the submit statement and button when you arrive at this page.
Data Collection >
Step 3: Submit Data
Collection is error-free.
Data Collection >
Step 3: Submit Data
Reviewing the Summary Reports is an important part of the Data Collections process.
• Once you submit the collection the link to the
summary reports will become available
• Summary Reports will be available at least by
the end of the next business day.
• Review the summary reports to ensure that the
collection is complete and accurate. If
changes need to be made, return to Step 1 to
re-transmit any revisions to your data files
Data Collection >
Reports > Summary Reports
Reports are run four times daily. Although these links become available after a district submits their data, they will not
successfully link to the reports until after the next run time. Run times are at 5:30 AM, 9:30 AM, Noon, and 2:30 PM.
Data Collection >
Step 4: Certify Data
If the button to certify is not visible, the summary reports have not yet been reviewed by the DOE. When the summary reports are
reviewed, a DOE representative may contact your district with questions about the data or to say that the data is ready to certify.
Data Collection >
Step 4: Certify Data
Districts should review the summary reports carefully and can go back to Step 1 and change their data at any time prior to certifying.
