WISEstaff Status & Updates

1. WISEstaff Status & Updates Presented by: Josh Roy – Core Applications Product Owner Mark Schwingle Ph.d. – Education Consultant Kari Tenley - IS Business Automation Specialist February 7th , 2017

2. Topics • Completing WISEstaff • What’s Next? – Steps to Complete WISEstaff • Timeline • Audit Update • Letter to Agencies • Group Discussion on reporting Non-Traditional Teaching Scenarios • Aggregate Reporting for Subcontracted Staff • Demonstration • Group Discussion – How to calculate FTE for Aggregate totals • Questions / Answers

3. Completing WISEstaff

4. Completing WISEstaff Step-by-Step • Verify Contact Information • Work with Staff Data • Manual Entry • Use Copy Forward Files • Upload System/Copy Forward files. • Staff List • Deleting Data • Downloading • Validate Staff Data • Resolve all Errors, Warnings and Acknowledgements • Clear Non-Required Data

5. Completing WISEstaff Step-by-Step • Complete Initial Certifications. • Review “All Staff Report”, “Salary Report” & “FTE Summary Report.” • Certify data for preliminary Audit. • Once received, review preliminary audit reports from TEPDL. Review data quality reports. • Make necessary corrections to data based upon audit errors and data quality reports by repeating steps 2 & 3. • Complete Final Certification of staff data for final audit and publication.

6. 5. Review Audit Results & Data Quality Checks • Audit reports will now be available in WISEstaff. Data Quality reports will be available in WISEstaff soon, this year most reports will be emailed.

7. 5. Review Audit Results & Data Quality Checks • Now there will be two sets of the Audit reports! One set for the Preliminary audit and one set for the Final audit. Preliminary and Final reports will be indicated by a timestamp based upon when the reports were ran. • Active Staff Report • Audit Error Report • Special Education Audit Error Report • Staff Due for License Renewal • Reject Report – NEW

8. 5. Review Audit Results & Data Quality Checks • Caution: Staff missing entity id’s are identified in audit “Reject Report’s”. • Missing entity id’s for the preliminary audit will impact your feedback regarding license status. • These must be resolved before your final certification for staff’s FTE to count in your district’s total licensed staff.

9. 5. Review Audit Results & Data Quality Checks • Caution: New Staff/Audit Reject Report • Reject Report – Lists any licensed assignments which were not audited. • This typically occurs because the educator did not have a DPI ELO Entity Number or because the educator has not applied for his/her DPI license. • This also means this educator is automatically considered unlicensed for the reported assignment.

10. 5. Review Audit Results & Data Quality Checks • Review standard reports and verify numbers are accurately reported.

11. 5. Review Audit Results & Data Quality checks Data Quality Checks will be email to the Primary Contact. Everyone will receive #1 -#3. Data Quality reports #4 - #6 will be sent to the primary contact only if there are data outliners. Data Quality checks in #7 are all within the WISEstaff application. • WISE Staff Data Quality Check #1 – Admin Salary Fringe Report – Published • WISE Staff Data Quality Check #2 - Average Teacher Salary/Fringe report – Published • WISE Staff Data Quality Check #3 – Year-over-Year FTE by classification - Published • WISE Staff Data Quality Check #4 - Fringe as a Percent of Salary 80 percent and greater • WISE Staff Data Quality Check #5 - Fringe as a Percent of Salary Less than or equal to 6% • WISE Staff Data Quality Check #6 - FTE reported is equal to or greater than 80% & Contract Days are greater than 145 & Salary equal to or less than $24,000 – This will be in the application first. • 7. WISE Staff Data Quality Check #7 - Reports No teacher, Principal or Reading Specialist –Acknowledged in application

12. Completing WISEstaff Step-by-Step • Complete Initial Certifications. • Review “All Staff Report”, “Salary Report” & “FTE Summary Report.” • Certify data for preliminary Audit. • Once received, review preliminary audit reports from TEPDL. Review data quality reports. • Make necessary corrections to data based upon audit errors and data quality reports by repeating steps 2 & 3. • Complete Final Certification of staff data for final audit and publication.

13. 2. Work with Staff Data – Staff List Use the “Staff List” to see all your staff. The “Staff List” allows you to edit staff records.

14. 2. Work with Staff Data – Add/Edit/Deleting Once you have clicked the edit button from the “Staff List”, the “Staff Edit” page appears. The “Staff Edit” page allows you to add, edit & delete the persons contract and assignments. To delete a staff person, all assignments and the contract must be deleted.

15. 3. Validate Staff Data – Resolve Messages • Resolve all errors, warnings and informational messages will need to be fixed/cleared before certification is possible.

16. 3. Validate Staff Data – Clear Data • When ready, “Clear Non-Required” data to resolve informational messages.

17. Completing WISEstaff Step-by-Step • Complete Initial Certifications. • Review “All Staff Report”, “Salary Report” & “FTE Summary Report.” • Certify data for preliminary Audit. • Once received, review preliminary audit reports from TEPDL. Review data quality reports. • Make necessary corrections to data based upon audit errors and data quality reports by repeating steps 2 & 3. • Complete Final Certification of staff data for final audit and publication.

18. 7. Complete Final Certification • Sign off to complete the final certification of the collection. • DPI will publish certified data and TEPDL will run the final audit.

19. Timeline

20. Audit

21. Audit Letters to agencies with be emailed to contracts when Audit is complete for your agency. A copy of letter is also available in WISEstaff.

22. Letter to Agencies • Audit letter to agencies link: • http://dpi.wi.gov/sites/default/files/imce/wisedata/pdf/Audit%20letter%20for%202016-17.pdf

23. Audit Important to follow-up and attempt to remedy all discrepancies. • Ifcoding errors exist (reported an incorrect position, area, and/or low/high grades , the district should make corrections in WISEstaff. • If all staff assignments were coded correctly but there is still an audit error, the district must work with any educator who flagged on the Audit Error Report and/or Special Ed Audit Error Report to apply for the appropriate license. • If an educator who flagged on the licensing audit needs to submit an application, the educator should start the application process at: http://dpi.wi.gov/tepdl/elo

24. Non-Traditional Scenarios Are there any other additional Non-Traditional scenarios DPI should address?

25. Non-Traditional Teacher Scenarios

26. Non-Traditional Scenarios Feedback Spreadsheet Link https://docs.google.com/spreadsheets/d/13hEeNaQmjq6T5vwV-uA3mhFR-TVE3xxfFbsNkPa6rkE/edit?usp=sharing

27. Aggregate Reporting

28. Aggregate Reporting • Aggregate Reporting is an additional way to report subcontracted staff. • Only for subcontracted staff. “Is this assignment being performed by a long term substitute?” answer is defaulted to “YES” in the database. • Using WISEid’s is the preferred method of reporting staff and must be used if staff is hired by your agency. • Allowed for four assignments. Bus Drivers 98-9067 Special Education Bus Drivers 98-0857 Food Service staff - report as 98-9073 (Cafeteria workers ) Janitorial staff report - report as 98-9072 (Plant Maintenance and Operation Personnel ) • Both methods of reporting all allow for each assignment. Becareful not to duplicate FTE is both methods are used.

29. Aggregate Reporting • “File Tasks” has been renamed to “Work with Staff Data”. • Aggregate reporting link “Enter Aggregate Staff FTE” is now available.

30. Aggregate Reporting • Aggregate assignment FTE list - Add / Edit or Delete Records

31. Aggregate Reporting • Enter Working LEA, Working School , Position, Area, Company Name and FTE. • Working school may be at agency-wide level (0000) or school level. • Max FTE is 100,000% which is equal to 1000 full time staff. • Working on a list of company names for a drop down for next year.

32. Aggregate Reporting How to calculate FTE for Aggregate totals?

33. Questions / Answers

34. Feedback Site • http://feedback.dpi.wi.gov

35. Feedback Site Add new suggestions. Vote on suggestions. Comment on suggestions.