ADE EDIS READ & Optimizer TRAINING

1. ADE EDIS READ & Optimizer TRAINING Colorado Department of Education Debbie Puccetti 303-866-6612 puccetti_d@cde.state.co.us Created September 2010

2. Training will include • What is EDIS READ • Accessing the ADE EDIS READ & Optimizer link • Preparing your file for submission • Steps to submit to EDIS Read • Using the Optimizer

3. ADE EDIS READ file submission EDIS Read: Used when you need to search for a large batch of educators to verify if they have an EDID already assigned to them. This process WILL NOT assign or update an educator with an EDID.

4. Prepare your file layout per file layout specifications https://cdeapps.cde.state.co.us/ Click on Automated Data Exchange Documentation Click on Educator Identifier System File layout and definitions documentation

5. Saving your file layout document • Once you have formatted your file data based on the file layout specifications. • Save the file, naming it er your districts four digit number. whatever file submission number you are on followed by the letter a. For example er1420.01a, erXXXX.##a • File type should be saved as a Formatted Text Space Delimited. Take off the .prn and click SAVE

6. ADE EDIS READ file submission link https://cdeapps.cde.state.co.us/ • Click on Automated Data Exchange System • Enter your district User name and Password

7. Steps to submit ADE EDIS READ Submission • Type your EDIS User name and password • System: Choose EDIS Read Only • Collection Period: Leave as is • School year: Choose current year • Click on main menu

8. Submit ADE EDIS READ submission continued • Click on yes • Next screen click EDIS READ File Submission

9. Submit ADE EDIS READ submission continued • Click on Browse to find your file that you saved. • (Saved as erXXXX.##a) • Click submit upload file

10. Submit ADE EDIS READ submission continued • You will get an e-mail stating whether you passed all your edit checks on your file layout. • If you did not pass all edit checks then you will need to take a look at the reasons why you did not pass and fix these errors. • Click on Download or View Reports

11. Submit ADE EDIS READ submission continued • Click on Download Report (then save file) button • Save file as er.(your district number).txt erXXXX.txt • Then you can click close • Click on Download or View Reports

12. Your data summary report is a rather cumbersome report to work with. The optimizer will help you decipher if your educators have an EDID match. If no match is found you will know which educators need a new EDID number. The optimizer will help prepare the file for an ADE batch submission. Your file will include your updates and the records that need a new EDID.

13. You are now ready to use the optimizer. You can access the optimizer on the ADE site https://cdeapps.cde.state.co.us/ Choose Automated Data Exchange News & Updates Choose Educator Identifier System EDIS • Right click on the optimizer link choose “save target as” • Save it where you will remember

14. Using the Optimizer Continued • Click on option • Security alert appears when the Optimizer is first opened • Click on Enable this content, click ok

15. Using the Optimizer Continued • Click on Begin EDIS READ Optimizing

16. Using the Optimizer Continued • Browse to find your file that you saved as: • erXXXX.txt • Click run optimizer. The length of time it takes to complete the process will depend on the size of your file • When completed a box will pop up saying report optimized, click ok

17. Using the Optimizer Continued • Click on Open case management screen. This window will match your submitted records with the matches found in the EDIS Read report. The comments field and the check boxes are the only user fields that may be altered. The check boxes at the end of each row in the possible matches section of the screen are used to select the correct match for each case. • Case management shortcuts are at the end of the slide presentation

18. Using the Optimizer Continued • After you have completed resolving all of the cases in the case management screen, close the case management screen and return to the EDIS Read Optimizer Switchboard and click on the button “Prepare EDIS Submission File”. • There are three steps you must perform in order to create a submission file

19. Using the Optimizer Continued • Step 1. Press the browse button and select, on your system, your original EDIS Read submission file. This file is not the report that you downloaded after your submission. This is the file that you originally submitted in order to create the EDIS Read Data Summary Report; it was named erXXXX.##a

20. Using the Optimizer Continued • Step 2. Enter your 4 digit district code in the text box. • Enter the file version that ADE indicates is appropriate for the submission. • Enter the fiscal year (current school year) that you are submitting in. e.g. 10-11 would be 11 • Step 3. Press the “Export” button.

21. Using the Optimizer Continued Hang in there you’re almost done! The file that is being created will be a file that is ready for you to submit to ADE EDIS for update to the EDID numbers that you found or a new EDID assignment. The file will be created and saved to your “C:” directory. The file will be in the following format “ei,” your district code, the file version, “a”, and “.txt” (i.e. ei314603a.txt). To submit your file you must first remove the “.txt” extension and place a period in front of the file version so that it is in the appropriate format for submission (i.e. ei3146.03a).

22. Optimizer Case Management Shortcuts

23. Links and Contact Information • Debbie Puccetti • RITS Consultant • Colorado Department of Education • puccetti_d@cde.state.co.us • 303-866-6612 • ADE Site: https://cdeapps.cde.state.co.us/ • RITS EDIS Web: https://edx.cde.state.co.us/rits-edis/ • Respondent Link: https://cdeapps.cde.state.co.us/ade_news.htm#edis • (View only and add/update forms are found here) • File layout link: https://cdeapps.cde.state.co.us/doc_toc.htm#edis