WISEid
Please share your ideas and suggestions to DPI on how the WISEid system should work.
Caution: This is a public forum. Do not include any student identifiable information. Inappropriate content will be removed.
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File Layouts on Google+
I am assuming the file layouts posted last week are for the export files from our HR system. Can you also post on the website the file layout for the result file of WISEids we will be able to download?
2 votesAll WiSEid and WISEstaff file layouts are posted on this page https://dpi.wi.gov/wisedata/vendors/filelayout-templates
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WISEid Quick Reference Guide
In the WISEid Quick Reference, it shows this URL: https://uaapps.dpi.wi.gov/secure/
Can you put the current URL in that documentation? Thanks!
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Shared Staff between Districts
How are the staff IDs going to work between districts that share staff - such as substitute teachers and coaches? Will there be a database where we can look up these numbers? This will be a nightmare otherwise.
7 votesWISEid is the database where people look up are perfomed
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New Staff ID numbers
Why are the staff IDs changing? Why would we need to use a new number instead of the license number of entity number already in existence? Our Skyward systems already have this information and if it is encouraged that we upload from Skyward - there is no spot for some type of a new Staff ID? This would require manual input for every employee!
5 votesYou will not need to hand enter WISEid’s into your local system. The process will work much like WSLS. You will first generate a file out of your local system. Next you will upload this file to the WISEid application and wait for it to process. Finally you will retrieve a result file that you import into your local system that will populate the WISEid.
Skyward has assured DPI that the have a field ready to store the WISEid that is separate from the Entity number.
Both number are necessary due to differing requirement for persons to that need to be licensed and which persons are reported in the Staff collection.
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Need help - Updating Social Security Number (SSN)
My staff person says their ssn is incorrect. It was ****and it should be ****. Can you help me with this?
0 votesThe WISEid for staff eliminates the need for DPI to use Social Security Numbers for staff reporting. No correction or edit will be required.
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Download files of WISEids should provide Educator Entity/File Number for licensed persons
To provide additional "Hard" matches for importing WISEid files into the school Districts HR or SIS systems, the Educator File Number should be provided on Persons that have them.
This could help import data in a number of situations. a specific example is where a district has separate HR and SIS software packages that do not share a local id (Employee or Payroll Number) across them. When either system could generate a state report including Educators, the WISEid will need to be loaded into both systems. DPI is recommending that the HR system be the system of record for managing…
26 votesWe have for a few years now had Entity IDs in all of our Person related downloads. Additionally if you upload a new Entity ID in the person upload it will create a Change Request for DPI to review.
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Updating a person should only be done by agencies with an active reporting association
Changing (Updating or editing) a name, DOB or gender should only be performed by users from agencies that have an unconflicted and current association established in a collection.
staff as an example: a contract record should exist in the staff collection that established an association between the person and the Agency before that person can be edited by that agency.
Students would need an enrollment record in the student collection.
This suggestion basically mimics the current behavior of WSLS
44 votesTowards the end of 16-17 we sent a request to SIS vendors to change their downloads of Person Upload data to provide an option or default to only including Students/Staff that are enrolled in the current school year. This should effectively complete the requested solution. If your vendor doesn’t allow limiting your Person Upload to just current year staff/students please submit a help desk ticket with your vendor to remind them to implement this requested change.
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Updating a person should only be done by districts with a Local_Row_key Association
Changing (updating or editing) a persons Name, DOB, and Gender would only be editable by users from districts that have established a relationship with that person.
19 votesAny changes to the main name (legal name) and birthdate go through our Change Request approval process. Any district with a Local Person ID attached to the person can deny the change and comment on within 7 days of the original request. Additionally, we have created Notifications in the Notification module for these when they are created.
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Local Person ID should be mandatory
In order to better leverage benefits provided by the local_row_key and to simplify DPI development efforts is it feasible to require a local_row_key be provided.
2 votesWith the expansion of the WISEid Local PersonID is not required by the system.
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Once a WISEid generated it should never be invalid
Districts should not need to delete or update a WISEid that is merged with other records. Both IDs should remain valid so that school staff are no longer concerned with getting lists of WISEids to change from DPI.
This would not eliminate all manual updates as splitting an improperly matched WISEid would still require at least one district to update its records. However the local_row_key could be used to assist in those scenarios.
11 votesWe don’t require you to update the deactivated WISEid in the WISEid system. If you search by it or attempt to update it you will get the active WiSEid to make changes. However, WISEdata Collections system does require you to update the WISEid if the person is in the current year’s collections. In WISEid we recommend at least updating current students and staff to the latest update and have reports to find these. However, its not a requirement for the WISEid system to function.
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