Back to School Training: WISEstaff DPI Product Team Session
Review best practices for staff data collection, getting ready for the upcoming collection year, adding Entity IDs for licensed assignments, tracking trends on Data Quality Dashboard, system notifications, and seeking help with WISEstaff and licensing questions. Learn about WISEstaff application used to maintain staff information. Understand the reasons for collecting data, including meeting state and federal requirements, ensuring proper licensing, securing funding, and generating Public Staff Reports. Prepare for the 2023-24 Staff Collection by familiarizing with the Staff Collection Checklist and key deadlines.
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Presentation Transcript
Back to School Training: Back to School Training: WISEstaff DPI WISEstaff Product Team
Session Goals Session Goals The goal of this session is to review best practices for: Staff Data Collection Checklist (required tasks and timeline) Getting ready for the 23-24 collection year (update contacts, review license audit results, review assignment code changes) Adding Entity IDs for licensed assignments Tracking trends on Data Quality Dashboard System Notifications Getting help with WISEstaff questions Getting help with licensing questions
What is WISEstaff? What is WISEstaff? WISEstaff is the application used to maintain required information about school staff members. It stores assignment and salary information for teachers, principals, librarians, counselors, and support staff members such as custodians, bus drivers, tech support staff, and school nurses. Most staff members receive a WISEid as well as a local person ID. Staff who have assignments requiring a DPI license must also have an Entity ID.
Why do we collect data? Why do we collect data? We collect data for a number of reasons: State and federal requirements Processing state audits to ensure proper licensing of all professional staff Reporting Special Education staff to secure funding for aid reimbursement Creation of the Public Staff Reports that are used by members of the education community, researchers, and the public
Getting Ready for the Getting Ready for the 2023 2023- -24 Staff Collection 24 Staff Collection
The Staff Collection Checklist The Staff Collection Checklist Become familiar with the Staff Collection Checklist Dates for preliminary and final deadlines Keep track of tasks and progress towards deadlines Assignment and contract counts, validation errors and warnings Links to pages where tasks can be completed Separated into four sections, grouped by tasks for each milestone Step One can be done before collection opens
WISEstaff Contacts WISEstaff Contacts First step should be to add or update WISEstaff contacts WISEstaff contacts are separate from WISEid contacts Delete contacts no longer with your agency or in staff role Add at least one primary and one secondary contact Check box to indicate contacts are verified / updated Contacts are used for WISEstaff communications and some system notifications Also used by LEAs to contact another LEA with questions about transferring or shared staff (FTE allocation, contract data discrepancies)
Staff WISEid File Upload Staff WISEid File Upload Need a WISEid user role to access the upload page Request Access on WISEhome Transferring staff need a Local Person ID before contracts or assignments can be entered Verify staff names (no change request needed for last name only changes) Review matches for new staff without WISEids to prevent duplicates
Assignment Codes Assignment Codes Review changes and new codes: find summary of changes on 23-24 Reporting Information page on DPI website (Checklist - click task description for the link) Credentialed Mental Health Provider and short term substitute positions Use assignment code list to find appropriate assignment codes Check which assignments require entry of contract data Check which assignments require a DPI license Assignment code list for 23-24 will be published this week Access via WISEstaff Resources menu
Review Staff Licensing Status Review Staff Licensing Status Ensures a clean 2023-24 audit Not in the checklist, but a good thing to do before loading assignments Review Audit results (Reports menu) Reject report shows staff missing an Entity ID or other data critical for the audit Obtain Entity IDs for continuing staff Audit error reports show improperly licensed staff For continuing staff, correct their assignment or have them obtain proper licensing
Licensing Downloads Licensing Downloads Use the licensing download to check for licenses and background checks expiring in 2023-24 Manage Staff Data menu Search by Staff List, select last year since this year s staff aren t entered yet Filter by license expiration or background check expiration, or Show all and sort by expiration date columns
Step Two Step Two - - Adding Entity IDs Adding Entity IDs (1 of 2) (1 of 2) Entity ID is required for all staff with licensed assignments Entity ID is issued when application is submitted Manually add using Online Licensing search in WISEstaff If name or birth date differ, make corrections in WISEid if ELO data is correct Advise staff to correct ELO data if WISEid is correct WISEstaff Entity ID data is one day behind Online Licensing data
Step Two Step Two - - Adding Entity IDs Adding Entity IDs (2 of 2) (2 of 2) System searches Online Licensing data for Entity IDs for staff in licensed assignments If only one exact match for name and birth date exists, system adds Entity ID Include Entity ID in WISEid staff person file upload Change Request is created if Entity ID is uploaded but name and birth date aren t an exact match Review Change Request and add comments explaining the difference and which documentation was used to verify
Step Two Step Two Licensed Assignments Licensed Assignments (1 of 2) (1 of 2) Enter and certify staff assignment data Changed starting this year - contracts are not required for preliminary certification Requirement for preliminary deadline is all licensed assignments Contracts and unlicensed assignments may be entered, but are not required Data validation will run on all data entered; only validations on licensed assignments must be resolved prior to preliminary certification Preliminary certification deadline is November 16
Step Two Step Two - - Licensed Assignments Licensed Assignments (2 of 2) (2 of 2) Options for loading assignments: Manually add on Edit Staff page Assignment file upload If doing file upload: Try using Copy Staff Files (Manage Staff Data menu) to download last year s file, make edits, upload as this year s file Review errors on View Upload Results page; records with errors are not uploaded Compare number in Committed column to number of records in the file
Data Quality Dashboard Data Quality Dashboard Compare current year s totals to previous year to recognize potential shortfalls Focus for preliminary certification will be on the Licensed Assignments numbers; other sections will be useful as you add in remaining data: unlicensed assignments, contracts Numbers in red indicate greater than expected variance from previous year; warning, not necessarily an error
System Notifications System Notifications System sends alerts when new assignment or contract data needs to be reviewed or when deadlines are missed Sign up to receive email notifications on Message Center / Agency Notifications page- same page as WISEid notifications Check Message Center / Notification Inbox to view new notifications Click on notification subject to navigate to appropriate page
WISEstaff Help WISEstaff Help WISEstaff Overview Pages Each main menu link has a page describing the functions within that menu Need Help menu in WISEstaff Site map has links to all WISEstaff pages Link to WISEstaff User Guide
Other Helpful Resources & Links Other Helpful Resources & Links WISEhome Decision Tree Diagram (Who to Reporting Information Homepage Report) WISEstaff Help Residential Care Centers (RCC) Data Elements Staff Reporting Guidance Release Notes WISEdata Events Calendar Aggregate FTE examples FTE Calculation Guidance Minimum FTE = .01 District Maximum FTE = 1.99 Statewide Multiple Districts Maximum FTE = 1.50
Licensing Help Licensing Help Find appropriate license for an assignment in WISEstaff: Manage Staff Data / Upload Staff Data / select Assignment as file type Edit Staff / Add Assignment / View License Requirements for Assignment Assignment-specific license info can be found on DPI s WISEstaff Reporting Information page: https://dpi.wi.gov/wise/wisestaff/data-collection Technical Documentation / Assignment to License Mappings Or, the What Can I Teach page: https://dpi.wi.gov/tepdl/licensing/what-can-i-teach Link to the Licensing Help page from the WISEstaff Need Help? menu
Additional Training Additional Training WISEdata Events Calendar: Check the WISEdata Events calendar for upcoming trainings offered by DPI and CESAs. * Dates and times for New User Training sessions will be coming soon WISEstaff Training Videos: Short how to videos. Mini tutorials for WISEstaff & WISEid: Short how to tutorials.
Stay in Contact Stay in Contact Join the weekly WISEstaff User Group Calls to hear weekly updates from different teams and ask questions of DPI staff on the call Submit a Help Ticket Provide WISEstaff feedback and enhancement suggestions
