PI-1500 District Contacts Overview
Click the appropriate links below for more information.
- PI-1500 District Contacts Overview
- IT Security Policy/Protocol for ID and Password
- Existing Account in the PI-1500
- New Accounts in the PI-1500
- Granting Access to a Third Party Individual (CESA, auditors, etc.)
- Change your Password
- Forgot Your ID
- Forgot your Password
The PI-1500 District Contacts Report provides school districts with a tool that allows local decision making as to who is responsible for completing the different school finance reports. Security and permitted access are granted to school district staff and end users who are designated as the party responsible for certain reports. Be careful when granting access to reports as only those necessary to have access should be granted permission within the PI-1500 District Contacts Reports. The following information is designed to assist school districts in working through processes related to the PI-1500 District Contacts Report.
The PI-1500 District Contacts Report is built around one key piece of individual information - the User ID. Once in the system, the User ID cannot be changed. All other individual profile information can be modified by the designated person who has been granted permission to enter or edit the following list of data:
- First name
- Last name
- Position Title
- Email address
- Primary phone number and extension number (optional)
- Active (status) check
IT Security Policy/Protocol for ID and Password
School districts are responsible for keeping user credentials secure. Therefore, school districts should establish a formal IT security policy/protocol regarding creating an ID and password for users.
Password Security
The User ID is often based on a portion of the employee's first and last name, while the password should contain upper- and lower-case letters and at least one number. To help create effective and secure passwords, school districts should incorporate the following rules as part of their IT Security policy. Passwords should:
- contain at least six characters;
- have at least one number as well as one uppercase and lowercase letter; and
- be changed every 60 days.
Password security policy/protocol assists in benefitting employees and assisting those assigned to grant them access to IT systems. Normally, the superintendent and at least one designee must provide new employees with their User ID, email address, and related duties.
Third-party Representation
The school district's IT security policy/protocol should also speak to the conditions that allow a third-party representative to be granted access through the PI-1500.
Existing Accounts in the PI-1500
The PI-1500 utilizes both "active" users and "inactive" users:
- An "active" user has authority to enter data on behalf of the school district.
- An "inactive" user is someone with no current authority to enter data on behalf of the school district but their name may appear on past reports or documents.
School Districts Screen
After completing the login, individuals will be taken to a new screen with all of the school districts listed. Select the desired school district to advance to the district’s home (portal) page.
Password Changes
If an individual forgets their password or needs to change it, it is that individual’s responsibility to recover and/or change their own password. Click on the corresponding link to update or change a password.
New Accounts in the PI-1500
The school district superintendent and at least one designee are responsible for entering, editing, and/or deactivating individuals into the PI-1500-District Contacts Report. Only these individuals will have the Contacts box checked within the Report granting the ability to add, edit, or deactivate accounts.
Go to the PI-1500 District Contacts Report. Locate the green Log In box in the center of the screen and Log In.
The following screen is the District’s PI-1500 Report Access Page.
To the right of the school district’s name is the "Add User" button which takes you to a pop-up screen (below) with three options. To enter a new user, select "Create New Account".
A pop-up screen (below) will appear. Enter all three pieces of employee information:
- the employee’s permanent "User ID" should follow district protocol/IT Security policy. The new employee should not be allowed to use an ID from a previous Wisconsin LEA;
- original/temporary "Password" must be entered twice; and
- email address provided by the district or approved by the district.
After clicking "Create New Account," the following message will appear in the bottom of this box: "The user account was successfully created." Click the "Cancel" button to return to the home page. Remember to work through the tabs on the main screen to set up the report permissions, profile, and security information for the new account.
Provide the new user with needed information. From the upper right-hand corner of the PI-1500 home page (see screenshot below), "Export user summaries to" select "PDF" and provide the new employee with a copy of the pdf document.
The pdf document provides all the information the new user needs, excluding their individual password. It also provides the user with a list of other employees who do the same reports and thus can be a reference. None of this information is confidential and will not show any user password as each new user will be expected to go through "Forgot your password?" to create their own new password.
- "Choose Existing" See next section
- "Cancel" takes you back to the original screen.
Under the "Profile" tab, enter or modify the individual’s information as shown in the screenshot above:
- First name
- Last name
- Position title
- Email address (will pre-load based on information already entered) - please confirm
- Primary phone number and extension number (optional)
- Active (status) check
At the bottom of the pop-up screen, it reads: "Be advised: to save edits to this tab, please click on the 'Update' button below"
- If not all the required information has been entered and the "Update" button is clicked, the website will display a warning.
- The PI-1500 will also use a pop-up screen to inform that all the required information has been entered: "Success - The changes HAVE been updated."
- Click the "Close" button to return to the PI-1500 website.
The "Report Access" tab, allows the Superintendent or designee to assign/grant or remove access for the reports listed.
By clicking on the "Receive Info" box, this individual will receive DPI/SFS information via email related to that report. By clicking on the "File Repo" box, this individual has been granted the authority to enter data in that reporting portal on behalf of the school district. Both boxes should be clicked if this individual has the authority to file the report.
Granting Access to a Third Party Individual (CESA, auditors, etc.)
To allow a non-district employee access through the PI-1500 to the school district’s different reporting portals, credentials need to align to the district’s IT Security policy. This option should be used minimally, and a high level of discretion is recommended as the profile can be modified from either location:
- The non-district employee will need to provide their "User ID" from another established PI-1500 site to complete the first step.
- The Superintendent or designee will log in to the PI-1500 portal.
- Click on the "Add User" button in the upper right-hand corner.
- Click on the "Choose Existing" option, and the following pop-up screen will appear:
Enter the non-employee’s "User ID" and click the "Add" button. The pop-up screen will change, indicating whether or not that "User ID" is already in the state-wide system.
Note: This non-employee’s profile will be filled automatically with information from the other PI-1500 site. Any changes made to this individual’s profile will change that same information in the other PI-1500 statewide locations.
At the "Report Access" tab, this individual can be granted access or have it removed for the reports listed for your school district.
Change your Password
Go to the PI-1500 District Contacts Report. Locate the green Log In box in the center of the screen and click "Change your password?"
A new page will display to enter the:
- user ID;
- old password; and
- new password (twice)
Click "Change Password. The screen will update with the statement: "Your password has been updated." If an error is made between the two password entries, the screen will change with the statement: "The new password and confirmation password did not match" and symbols will indicate the location of the errors. An error in the User ID will stop the process with a statement inserted: "User ID does not exist".
Forgot Your ID?
Go to the PI-1500 District Contacts Report. Locate the green Log In box in the center of the screen and click "Forgot your ID?"
A new page will appear prompting answers to the following questions. Then click the "E-mail ID" button.
If done correctly, a statement will be inserted: "An email with your user ID has been sent to: ------@---- " (inserted email address)
If an unknown email address is entered, an error message will stop the process with a statement inserted: "Could not find the email specified."
When done correctly, your ID will be emailed to the address entered.
Before checking your email account, near the bottom of the screen is the following:
"Please contact one of the team’s School Finance Consultants should you need assistance or return to the PI-1500 Home Page to log in." Normally, it is a good idea to click the "PI-1500 Home Page" link.
Forgot your Password?
Go to the PI-1500 District Contacts Report. Locate the green Log In box in the center of the screen and click "Forgot your Password?"
A new page will appear prompting answers to the following questions. Then click the "E-mail ID" button.
When completing a Password Recovery, the individual will need to decide which of the two options for personal information (ID or E-Mail) will be entered.
If done correctly, a statement will be inserted: "An email with your new password has been sent to: ------@----" (inserted email address), and a computer-generated password will be sent. Follow the directions in the email to change your password to a password that can easily be remembered.
Before checking your email account, near the bottom of the screen is the following:
"Please contact one of the team’s School Finance Consultants should you need assistance or return to the PI-1500 Home Page to log in. "Normally it is a good idea to click the "PI-1500 Home Page" link.