Information Services - Data Collection
ID Maintenance Tutorial Video Transcripts
Title: Transmitting a MEPID Assignment File
This tutorial begins at the EPIMS homepage. It assumes that you have logged on to the Security Portal and selected EPIMS. (Scrolls the length of the page.)
(Pointer points to referenced items.) In EPIMS, your username appears in the upper left and your school district in the center. On the right are links back to the security portal and to log out of the application.
Your school district also appears in the organization dropdown list in the navigation bar at left. If you are logging on from a regional school district, you may have more than one organization available in this dropdown list.
The left navigation bar contains three main sections: ID Maintenance, Data Collections, and Reports. To get started assigning MEPIDs, click on the ID Maintenance link in the left navigation bar. (Click on link.) The submenus of ID Maintenance will appear in the navigation bar and on the ID Maintenance homepage in the main window.
This lesson will demonstrate assigning a group of MEPIDs. Click on this option.
In the main window, the page header has changed to show that you are now at the "Assign MEPIDs to a Group of Individuals" page, which is a sub-page of ID Maintenance. (Pointer points to page title and link back to ID Maintenance homepage above.) Below the header is some instructional text.
It is assumed at this stage, that your MEPID assignment file has been completed and is stored on your computer or on a server accessible from your computer.
If your MEPID assignment file is ready, follow the instructions and "Use the 'Browse' button to locate the file you wish to transmit on your computer's hard drive. Then use the 'Transmit & Assign' button to begin transmission." (Video browses to a folder called EPIMS Collection and chooses a file called WeymouthsMEPID.txt.)
Errors in the formatting of the records will return the processing page with a file upload error list below the processing update. If there is no "File Upload Error List," all the records are being processed by EPIMS. If, as is the case here, a "File Upload Error List" has appeared, these records are not being processed by the system and the errors in them need to be corrected before MEPIDs can be assigned to these individuals. (Error text explaining the "File Upload Error List" appears in red below boxed text explaining, "The file is being processed and checked for errors.")
It is important to note that this page cannot be retrieved once you have clicked away from it. You must take note of these records either by printing this page or downloading them using the "download" button at the bottom of the list. (File is downloaded and saved in a folder called Results. We see that the system has given the file the name mba_file_upload_error.txt. File is then opened.)
Upload Errors occur when a record contains the incorrect number of fields or commas. When you download the file, you will notice that the system adjusts the number of commas by adding them to, or deleting them from, the end of a record, even if the error occurs in the middle of the record.
Once you have downloaded the records from this list, you can leave this page using the links in the left nav bar or exit the application completely. You can then begin to correct the records with upload errors while you await the processing results of your transmitted file.
To learn about viewing and working with the results of the file you just transmitted, please watch the remaining ID Maintenance tutorial videos.
Title: Viewing the Results of Your MEPID Assignment File: MEPIDs Assigned and Records that Contain Errors
(An email is open on the screen. The email reads, "Your group MEPID assignment is complete. The file has been checked for errors and the results are posted. To access these results, please log in to the EPIMS application, go to ID Maintenance > Assign MEPIDs to a Group of Individuals, and select the file you wish to view.")
You have transmitted a file of records for MEPID assignment and an email has arrived in your inbox to let you know that the results are available.
(Pointer closes email to view homepage of EPIMS.)
When you receive the email that the file has been processed, return to the application and go to the Reports section in the left navigation bar and click on the ID Maintenance Report.
All the files that you transmit for assigning MEPIDs will be accessible from the "Transmitted File History" box, which appears here and on the "Assign a Group of MEPIDs" page as well.
(Pause in voice-over while pointer views the "Transmitted File History" box in the Reports section and then returns to ID Maintenance > Assign a Group of MEPIDs to view the identical "Transmitted File History" box there.)
Along with the name of your transmitted file, you will see the date it was transmitted and your user name. Every transmission receives a transmission number. If you were to transmit two files with the same name on the same day, the transmission number would enable you to distinguish between the two.
Use the radio button to select the file you wish to view-in this case, it is the only file available-and click to go to the details. (Pointer follows instructions and clicks "Go" button.) The next page includes the file name, instructional text, and the transmission results in one or more tabbed boxes.
The file transmitted produced all three possible results for a MEPID assignment file. Some records had MEPIDs assigned to them (scroll the length of the page to view all the results); other records matched too closely the characteristics of individuals for whom MEPIDs already exist; still other records contained errors. For records where MEPIDs already exist and errors occurred, MEPIDs were not assigned to these individuals.
For the individuals whose MEPIDs were assigned, the MEPIDs are displayed on the screen and can be downloaded to input back into your local system. (Pointer clicks on the "download" button and saves the MEPID assigned file to the Results folder. File name is mba_success_301.txt. The number 301 is the transaction number.) When you download the file, the MEPID appears at the beginning of each record just as it did on the screen.
Return to EPIMS.
For the time being, we will skip over the "MEPIDs Already Exist" results and look at the records that contained errors.
In the "Records Contain Errors" box, you will see the first name, last name, and date of birth of the individual, followed by a bulleted list of the errors that occurred in the record. (Pointer clicks on the "download" button and saves the error file to the Results folder. File name is mba_error_301.txt. The number 301 is the transaction number.) In the downloaded file, the error information follows a comma at the end of each record. Multiple errors are separated by semicolons and the entire string is enclosed in quotation marks.
If the error description provided is not easily understood, refer to the EPIMS Data Handbook to review the requirements for each data element.
Once you have corrected the errors in these records, re-transmit a file containing just these records.
To learn about the results where "MEPIDs Already Exist," please watch the remaining ID Maintenance tutorial videos.
Title: Viewing the Results of Your MEPID Assignment File: MEPIDs Already Exist and Conflict Cases
(Video begins at the file results page for WeymouthsMEPID.txt.)
In video 2, we described how to view the results of a recently transmitted MEPID assignment file. We covered MEPIDs that were successfully assigned and MEPIDs that could not be assigned due to errors in the records. Now we will look at records that resulted in "MEPIDs Already Exist."
(Scrolls down to the "MEPIDs Already Exist" box.)
For the individuals whose data produced conflicts with other individuals, the specific conflicts are provided. The system returns a conflict if any three of the five identifying characteristics of first name, middle name, last name, date of birth, and gender are identical. It will also return a conflict if the license number is not unique. If all of these matches caused conflict, it is more than likely the same person was either entered by another district, or accidentally by yourself in another file.
If you cannot determine the source of the conflict by a duplicated entry, create a conflict case. Use the check boxes to create a conflict case for multiple individuals at a time, or use the "select all" link at the bottom of the box to check all the individuals at once. Don't forget to click "continue" once the boxes are checked. The next page will provide case numbers for each record.
You can check the status of your conflict cases by using the "Review Conflicts" link in the left navigation bar. (Pointer moves to left navigation bar and selects link.) Someone at the ESE will resolve your conflict cases within the week. When it has been resolved, the resolution will be evident here (on the Review Conflicts page).
When you return to the results of your transmitted file, the "MEPIDs Already Exist" box is no longer available because you have dealt with these records by creating conflict cases for them. (Pointer selects "Assign MEPIDs to a Group" link and selects the radio button for the WeymouthsMEPID.txt file. Scrolls down to where the "MEPIDs Already Exist" box was, and it is no longer there.)
If you have more questions about other aspects of ID Maintenance, try reviewing the other ID Maintenance tutorials or contact the ESE for assistance.