WISEstaff Basic Training Wisconsin Skyward User Group Conference

WISEstaff Basic Training Wisconsin Skyward User Group Conference October 18 th, 2016 Presented by: Kari Tenley and Josh Roy

Topics WISEstaff Overview § § § What is the WISEstaff data collection. Timeline to complete the data collection. Where the WISEstaff data is used. What Data is Collected Getting Started Completing WISEstaff data collection Step –by-Step Questions and Answers

WISEstaff Overview

What is the WISEstaff Data Collection? The WISEstaff data collection facilitates the collection of agency staff demographic and assignment data. The WISEstaff data is used for multiple purposes and satisfies multiple reporting requirements. It is a Point of Time Collection of all staff members in public schools as of the 3 rd Friday of September and includes assignments for the entire year as know at that point in time. § Data values collected is similar to a forecast/budget. § Federal reporting – October 1 st (or the closest school day to October 1) http: //www 2. ed. gov/about/inits/ed/edfacts/file-specifications. html § Staff to pupil ratios - Number of pupils enrolled" for revenue limits means the number of pupils enrolled on the 3 rd Friday of September. 121. 90. 1. https: //docs. legis. wisconsin. gov/statutes/121/VII/90/1/dm

Timeline Date Description September 16 th (Third Friday in September) Staff count is taken and all staff must be fully licensed. September 27 th September 27, 2016: Weekly call to agencies regarding WISEstaff begin October 6 th The WISEstaff (PI-1202) is scheduled to open. November 28 th December 1 st December February Reporting deadline. All agencies are closed and are in “Ready to Audit” status after submitting all staff and assignment data and passing validations. TEPDL is able to begin auditing any agencies that have submitted all staff and assignment data, passed validations and indicated that they are “Ready to Audit”. Audit result notification emails will be sent to agencies during this timeframe as audits are completed. Once audits are complete, if needed, agencies can make corrections based upon audit results. March 1, 2017 Agencies complete any finalize re-coding in WISEstaff. June 1, 2017: TEPDL requests WISEstaff data after final changes were made on March 1 st for final 2016 -17 audit and reporting.

Where is WISEstaff data used? WISEstaff data collection provides DPI with data that is needed to comply with state and federal requirements. Timely staff data also meets critical business needs. § § Processing the Active Staff Reports and Audit Exceptions for Teacher Certification. Reporting of special education staff to secure their funding for Aid Reimbursement. DPI also produces staff data reports that are useful to various members of the education community, researchers and the public.

Where is WISEstaff data used? DPI Web Site § Http: //dpi. wi. gov/cst/data-collections/staff/published-data El. Si The Institute of Education Sciences (IES) is the statistics, research, and evaluation arm of the U. S. Department of Education. § https: //nces. ed. gov/ccd/elsi/ JS Online and other news agencies. § http: //archive. jsonline. com/watchdog/dataondemand/wiscons in-public-school-employee-salaries 33534649. html#!/totsalary. desc. 1/

What Data is Collected?

WISEid - Person Information

WISEStaff – Contract Information § Yellow fields can be blank for subcontracted staff and support staff § (staff with assignments with an assignment type of 2, 3 or 4) If non-required data is submitted to us, it will be cleared out as part of the clear non-required data process which is part of the validation of the data before certification.

WISEStaff – Assignment Information Assignment information is collected for each staff person. A staff member may have multiple assignments, for example a teacher might teacher different subjects or has a mentoring assignment, or coaches. An assignment code is comprised of two parts: § § § The position code (teacher, district administrator, program aide, school counselor, etc. ) The area code (class subject or specific duties). For example: 53 -0412 = Teacher-Title I Mathematics Each assignment has specific “Assignment Related Questions” that need to be answered. The assignment related questions asked vary by assignment.

WISEStaff – Assignment Information Additional information is collected about each assignment. Each assignment has specific “Assignment Related Questions” that need to be answered. These questions vary by assignment. The Assignment information collected is highlighted in blue. The Assignment Related Questions are in black. § Working LEA number § School Number § Position Code § Assignment code § FTE for this assignment § Number of classes § Grades for which the assignment is being performed. § Is this assignment being performed by a long-term substitute? § Does this employee teach in a state or locally funded bilingual education program? § Is this assignment part of a School Board approved alternative education Program? § Is this assignment being performed by a subcontracted individual? § Special education “Number of Classes” for core classes. (7) § 3 Local Use Fields for agencies to use if needed.

WISEStaff – Assignment Information

Getting Started

Getting Started Create WAMS user id’s Use ASM to give access to WISEstaff and set up roles Create WISEid’s

Create WAMS user id’s WISEstaff requires a WAMs ID to log in § What is a WAMS Wisconsin User ID? The State’s Web Access Management System (WAMS) allows authorized individuals to access—using the same means of identification—all secured State internet applications to which they have been granted permission. Setting up a WAMS account involves four simple steps: 1. 2. 3. 4. Go to the WAMs homepage: https: //on. wisconsin. gov/WAMS/home Select “Self Registration. ” Provide the required information. When you receive a confirmation email from the WAMS system, follow the link given to log in and verify your account. Quick-Start Guide link: http: //dpi. wi. gov/sites/default/files/imce/wisedash/pdf/wams-guide. pdf Training Video link: http: //dpi. wi. gov/wisedata/help/wisestaff/training

Use ASM to give access to WISEstaff This tool allows District Security Administrators and Application Administrators to securely assign or remove user access to data reporting applications and tools stored in Secure Home. . Give security access to WISEstaff application using ASM. Each Agency should have a DSA (district security manager) who can grant access to the WISEstaff application. WISEstaff roles • • Agency Admin Agency Data Entry Agency Support Agency View

Use ASM to give access to WISEstaff ASM Resources Application Security Manager ASM Administrator Lookup Tool https: //apps 2. dpi. wi. gov/ldsutil/admin/lookup Training Video link: http: //dpi. wi. gov/wisedata/help/wisestaff/training Web Page http: //dpi. wi. gov/wise/secure-home-info/detail#ASM

Create WISEid’s The WISEid is a unique, permanent identifier for people in the education system in the State of Wisconsin. Staff working in Wisconsin educational agencies will be required to have a WISEid. Agencies use WISEid instead of Social Security numbers to submit data such as staff assignments and salaries.

Create WISEids Most agencies will request Staff WISEids by submitting a CSV file. WISEids may also be entered on-line. Once the WISEids are generated and loaded into your local system, the agency may begin WISEstaff work.

Completing WISEstaff Step-by-Step

Completing WISEstaff Step-by-Step 1. Review WISEstaff web page. 2. Verify Contact Information 3. Work with Staff Data i. iii. iv. v. vi. Manual Entry Use Copy forward files Upload System/Copy Forward files. Staff List Deleting Data Downloading 4. Validate Staff Data i. ii. 5. Resolve all Errors, Warnings and Acknowledgements Clear Non-Required Data Complete Initial Certifications i. Review “All Staff Report”, “Salary Report” & “FTE Summary Report. ” ii. Certify data for Audit 6. Once received Review Audit results and reports from TEPDL 7. Make necessary corrections to data based upon audit errors. 8. Complete Final Certification of staff data for publication

1. Review WISEstaff web page Review documentation and changes for WISEstaff data collection. http: //dpi. wi. gov/cst/data-collections/staff/data-collection/staff • WISEStaff Application available Statewide • Technical Documentation ü WISEstaff Reporting Instructions (User Guide) ü 2016 -2017 Summary of Assignment Code Changes ü 2016 -2017 WISEstaff Assignment Code List ü 2016 -2017 Assignments and Assignment Related Questions ü WISEstaff and WISEid - File layouts and upload templates • Timeline and updates • Previous Year Licensing Files • Guidance Documentation Who should be reported? Decision Tree Diagram • Reporting CESA, CCDEB or Cooperative Agreement 66. 0301 • Recommendations: • Links to Related Resources:

Completing WISEstaff Step-by-Step 1. Review WISEstaff web page. 2. Verify Contact Information 3. Work with Staff Data i. iii. iv. v. vi. Manual Entry Use Copy forward files Upload System/Copy Forward files. Staff List Deleting Data Downloading 4. Validate Staff Data i. ii. 5. Resolve all Errors, Warnings and Acknowledgements Clear Non-Required Data Complete Initial Certifications i. Review “All Staff Report”, “Salary Report” & “FTE Summary Report. ” ii. Certify data for Audit 6. Once received Review Audit results and reports from TEPDL 7. Make necessary corrections to data based upon audit errors. 8. Complete Final Certification of staff data for publication

Completing WISEstaff Step-by-Step Log in – Home page

2. Verify Contact Information Update and Verify Contact Information One Primary and One Secondary contact are required. • • Primary contact is the person responsible for entering the staff data. Secondary contact is the person responsible for validating the staff data.

Completing WISEstaff Step-by-Step 1. Review WISEstaff web page. 2. Verify Contact Information 3. Work with Staff Data i. iii. iv. v. vi. Manual Entry Use Copy forward files Upload System/Copy Forward files. Staff List Deleting Data Downloading 4. Validate Staff Data i. ii. 5. Resolve all Errors, Warnings and Acknowledgements Clear Non-Required Data Complete Initial Certifications i. Review “All Staff Report”, “Salary Report” & “FTE Summary Report. ” ii. Certify data for Audit 6. Once received Review Audit results and reports from TEPDL 7. Make necessary corrections to data based upon audit errors. 8. Complete Final Certification of staff data for publication

3. Work with Staff Data - Manual Entry

3. Work with Staff Data - Manual Entry

3. Work with Staff Data – Copy Forward Files Creating records (copy forward) from last year data. • Create Download files • Using the download files make any changes (optional) to data. • Upload them back into the WISEstaff system. Note: DPI automatically adds one year to both the Local YOE and the Total YOE. DPI automatically changes the Year from the previous year to the current year.

3. Work with Staff Data – Upload System/Copy Forward files Upload files • Contract • Assignment

3. Work with Staff Data – Upload System/Copy Forward files Results Queue Review the Results queue for file errors.

3. Work with Staff Data – Staff List After staff records have been entered, use the “Staff List” to see your staff and/or edit staff records.

3. Work with Staff Data – Deleting Go to “Manage Staff Data” to delete all contracts and/or all assignments.

3. Work with Staff Data – Downloading Go to “Manage Staff Data” to download all contracts and/or all assignments entered currently.

Completing WISEstaff Step-by-Step 1. Review WISEstaff web page. 2. Verify Contact Information 3. Work with Staff Data i. iii. iv. v. vi. Manual Entry Use Copy forward files Upload System/Copy Forward files. Staff List Deleting Data Downloading 4. Validate Staff Data i. ii. 5. Resolve all Errors, Warnings and Acknowledgements Clear Non-Required Data Complete Initial Certifications i. Review “All Staff Report”, “Salary Report” & “FTE Summary Report. ” ii. Certify data for Audit 6. Once received Review Audit results and reports from TEPDL 7. Make necessary corrections to data based upon audit errors. 8. Complete Final Certification of staff data for publication

4. Validate Staff Data – Resolve validation messages Go to “Validate Staff Data”. All errors, warnings and informational messages will need to be fixed/cleared before certification is possible.

4. Validate Staff Data – Resolve validation messages Go to “Validate Staff Data”. When ready to clear non-required data.

Completing WISEstaff Step-by-Step 1. Review WISEstaff web page. 2. Verify Contact Information 3. Work with Staff Data i. iii. iv. v. vi. Manual Entry Use Copy forward files Upload System/Copy Forward files. Staff List Deleting Data Downloading 4. Validate Staff Data i. ii. 5. Resolve all Errors, Warnings and Acknowledgements Clear Non-Required Data Complete Initial Certifications i. Review “All Staff Report”, “Salary Report” & “FTE Summary Report. ” ii. Certify data for Audit 6. Once received Review Audit results and reports from TEPDL 7. Make necessary corrections to data based upon audit errors. 8. Complete Final Certification of staff data for publication

5. Complete initial certifications – Review Reports Run the 3 reports provided an verify numbers are accurately reported.

5. Complete initial certifications – Sign off and Certify Complete the “Initial Certification”. This will let us know the collection is ready to be audited.

Completing WISEstaff Step-by-Step 1. Review WISEstaff web page. 2. Verify Contact Information 3. Work with Staff Data i. iii. iv. v. vi. Manual Entry Use Copy forward files Upload System/Copy Forward files. Staff List Deleting Data Downloading 4. Validate Staff Data i. ii. 5. Resolve all Errors, Warnings and Acknowledgements Clear Non-Required Data Complete Initial Certifications i. Review “All Staff Report”, “Salary Report” & “FTE Summary Report. ” ii. Certify data for Audit 6. Once received Review Audit results and reports from TEPDL 7. Make necessary corrections to data based upon audit errors. 8. Complete Final Certification of staff data for publication

Completing WISEstaff Step-by-Step 1. Review WISEstaff web page. 2. Verify Contact Information 3. Work with Staff Data i. iii. iv. v. vi. q Repeat 3 – 4 until accurate. Manual Entry q Additional Data Quality Use Copy forward files reports should be ready in time for the Final Upload System/Copy Forward files. Certification Staff List Deleting Data Downloading 4. Validate Staff Data i. ii. 5. Resolve all Errors, Warnings and Acknowledgements Clear Non-Required Data Complete Initial Certifications i. Review “All Staff Report”, “Salary Report” & “FTE Summary Report. ” ii. Certify data for Audit 6. Once received Review Audit results and reports from TEPDL 7. Make necessary corrections to data based upon audit errors. 8. Complete Final Certification of staff data for publication

8. Complete Final certification – Sign off and Certify Complete the “Final Certification” – For Publication.

Questions? / Answers

WISEstaff data collection WISEstaff Resources http: //dpi. wi. gov/wisedata/help http: //dpi. wi. gov/cst/data-collections/staff/datacollection/staff FAQ: Online Help Desk Application (Change Category to WISEid or WISEstaff) Contact CESA Representative.

Discussion Questions & Feedback Site User Voice Overview wisedata. uservoice. com

Discussion Questions & Feedback Site User Voice Overview – Log in to user voice and find the above questions. Add new suggestions. Vote on suggestions. Comment on suggestions.