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WISEid and WISEstaff Release Note Archive

WISEid and WISEstaff Release Note Archive

Release Notes for 9/28/2022

[WISEid] Birthdate Change Request - DPI Approval Adds Warning for Staff Persons Under 18

Added warning on change request if the requested birth date is less than 18 years old and the person has staff assignments. Rarely are staff under 18 years old so usually, an incorrect update or wrong WISEid match chosen.

[WISEid] Priority Search Enrollment Stopped Working

Hotfixed issue where enrollments were not returning doing searches on persons in WISEid and also Ed-Fi Identity API integration

[WISEstaff] Revised Logic for 4600 - required Grades Missing for Assignment 96-0870

We adjusted assignment 96-0870 so that it triggers validation error 4600 when grade levels are missing. This should have been in place from the launch of the system but was a gap that went undetected until now.

[WISEstaff] Updated Validation 4610 - No K3 for 53-0808

Update validation message 4610 to "53-0808 can be only used for grade levels PK or K4 so the assignment is not allowed for this school. Please either change the assignment or change school to one that has PK or K4." We removed allowing grade K3 for this assignment.

Release Notes for 9/27/2022

WISEstaff 2022-2023 System Improvements

 

Changes completed since opening last year:

  • Data Quality Dashboard

    • Help for Finding Missing Entity IDs - Added an info link to provide help finding missing Entity IDs for licensed staff. The link is near the Missing Entity ID widget on the DQ Dashboard.

    • New Dashboard Widget for Number of District-Wide Teacher Assignments - Created a new widget on the DQ Dashboard that shows the District-wide Teacher Assignments count. If the count is greater than 1 you can click on the count and see the district-wide assignments that have Position = 53 - Teachers and a school of 0000 - District-wide. For more information, refer to this knowledge base article.

    • Made significant improvements to the DQ Dashboard so it works quickly for all districts. We still have performance delays for the Expiring Background Checks and the Expiring Staff License widgets we will address in the future.

  • Staff Collection Checklist

    • Added a Data Quality Flag task: We converted step 3c from Review Data Quality Reports to Verify Data Quality, added a DQ Dashboard task, and added clickable links for items under 3c to their respective pages.

  • License Download

    • Removed NULL (blank) license data from the download when the staff person has BOTH no last background check and no license.

  • Edit Staff/Person and Change Requests

    • Added a filter for notification of New Change Request Comments - The New Change Request Comments notification now takes users to the Change Request page filtered by Change Requests where your agency is the Requesting Agency or Dependent Agency. Filters will show both fields set to the user’s agency.

    • Removed Name Suffix Change Requests: We are no longer creating last name suffix change requests.

    • All Birth Date Change Requests now sent to DPI for review: Previously, only birth date changes with a 3-digit or more difference were routed to DPI CST to review. Now all changes to the birth date will be routed to DPI CST for review. Other agencies will no longer review any birth date change requests. We have done this because we found that changes to birth dates are the biggest indicator that an agency may have picked the wrong WISEid for a person.

    • Entity ID Matching Job Includes Staff Local Person ID: Previously, the job that looks for an exact match between WISEid person info and ELO person info was only run on staff with a current year Licensed Assignment. We have modified the job so it also looks for any person with a staff Local Person ID in your agency. This should speed up how soon Entity IDs are auto-populated and help identify those who need manual review.

    • Change Request Comments Only Required for Certain Changes - On the Edit WISEid page, when editing a person record, the Change Requests comment field will only be required when changing a person's first name, middle name, or birth date, as these are the only fields that generate a Change Request.

    • Message Center - Change Request page: Added a tab on Change Requests called “Person Change History” which has a link to open a new tab with the person’s Change History. This will make it easier to investigate the possibility that multiple people are sharing the same WISEid or the change is for the wrong person.

    • Change Requests - Added a warning on Change Requests if the requested birth date sets a person’s age below 18 and the person has staff assignments. Rarely are staff under 18 years old so those changes usually indicate an incorrect update or the wrong WISEid match was chosen.

    • Change Requests - Added a warning if the person is a current or former student and the proposed birth date change is out of the range we would expect based on the person’s last enrollment grade.

  • Validate Staff Data

    • Knowledge Base Article Links Added for Validation Codes - Added links from Edit Staff and Validate Staff Data pages’ error/warning/info message codes to KBA articles, when available. Please note that some codes don’t have KBAs, but they will be added in the future.

    • Exclude Agencies from Statewide Validation Job if No Assignments or Contracts Exist for the Current School Year - We have modified our nightly validation job to skip districts if there are no contracts and assignments for the hiring agency. This will speed up performance and will eliminate validation messages before an agency starts loading contracts and assignments.

    • We have limited file uploads to these maximum sizes to prevent upload faults:

      • WISEid Person Uploads: 10MB, which is about 100k records

      • Contract and Assignment Uploads: 2MB, which is about 35,000 records

    • Improved Validate Staff Data Comment Box Functionality - Increased comment box on the Validate Staff Data page to 500 characters and added a validation to alert user if they try to exceed 500 characters. Previously, comments over 250 would not be saved and would not alert the user of the issue.

    • Adjusted assignment 96-0870 so that it triggers validation error 4600 when grade levels are missing. This should have been in place from the launch of the system but was a gap that went undetected until now.

    • Updated validation 4610 message to "53-0808 can be only used for grade levels PK or K4 so the assignment is not allowed for this school. Please either change the assignment or change school to one that has PK or K4." We removed allowing grade K3 for this assignment.

    • Updated the Contract Salary maximum to $400,000 (validation 4211).

    • Updated the Contact Fringe maximum to $200,000 (validation 4210).

  • Changes to Data Validations

    • Improved consistency of validations for assignment position and areas.

  • System wide changes

    • Adjusted system to handle Independent Charter School (ICS) coding changes

      Created system notifications to send before preliminary and final certification when Staff Collection Checklist items aren’t completed.

Work in progress for release after the opening of WISEstaff:

  • Certify Data
    • Provide on screen confirmation when preliminary and final certification have been completed.
  • Validate Staff Data navigator
    • Fixing the flow so when a user deletes an assignment from the staff navigator mode it keeps them in the navigator. This currently happens when initiating navigator mode from the Validate Staff Data page or Staff List Report page.
Release Notes for 8/30/2022

[WISEid] Change Requests page

Added to the Message Center - Change Request page on the View expansion a warning for Birth Date change requests if the proposed birth date is outside the expect range for the person given their most recent student enrollment age adjusted to present date. Warning reads “Warning! The proposed birth date change does not fit the expected age range based on their most recent enrollment.”

[WISEstaff] License Download remove null license rows

Remove from the License Download by Staff List staff with both no valid licenses and no background check expiration date.

Release Notes for 8/2/2022

[WISEid] Change request approval add tab and link to Person Change History

Added to the Message Center - Change Request page a tab on the Change Requests called “Person Change History” which has a link to click on to open a new tab with the persons Person Change History. This is will make it easier to investigate the possibility that multiple people are sharing the same WISEid or the change is for the wrong person.

[WISEstaff] Publish 2020-2021 Public Staff Report - Inequitable Distribution of Teacher Report

Publishing the 2020-2021 Public Inequitable Distribution of Teacher Report

Release Notes for 4/12/2022

[WISEid] Report duplicates broken

Fixed the Report Duplicate functionality on the Person Search/Edit screen.

[WISEid/staff] Replace links for user guides 

Updated links under the top menu “Need Help?” for the User Guide to go to the latest user guide location.

[WISEstaff] Hotfix acknowledged warnings get deleted 

Fixed cases where the acknowledged warnings were getting reset.

[WISEstaff] Hotfix Adjust 53-0808 validation rules 

We hotfixed in mid-March to adjust validation for 53-0808 to be clear that 53-0808 can be only used for grade levels K3, PK, and K4. Removed validation 5810 as not needed and modified validation 4610 to “53-0808 can be only used for grade levels K3, PK, K4 so the assignment is not allowed for this school. Please either change the assignment or change school to one that has K3, PK, or K4.”

[WISEstaff] Implement checklist status notifications

Finished work on notifications so the Checklist Progress Alert notification will go out automatically next year if all steps haven’t been completed before preliminary and final certification.

[WISEstaff] Improve Performance on Public Reporting All Staff Report 

Improved performance of the Public Reports including most especially the All Staff Report download.

[WISEstaff] Data Quality Dashboard performance 

Greatly improved the Data Quality Dashboard so it works quickly for all districts including large districts. We still have performance delays for the Expiring Background Checks and the Expiring Staff License widgets we will fix in the future.

Release Notes for 3/9/2022

Bug Fixes

  • Bug fixes in this release include:
  • Fixed an issue in WISEstaff where the Staff Collection Checklist was not correctly marking steps 3d or 3e as complete or incomplete.
  • Fixed an issue with WISEstaff warnings 6411 and 6360 that caused them not to save comments and acknowledgments. After running the validation refresh, comments and acknowledgments will be saved
  • Fixed an issue with the WISEstaff License Download that caused license types to be missing.
Release notes for 3/1/2022

Bug Fixes

  • Bug fixes in this release include:
  • Fixed an issue in WISEstaff where the All Staff Report and Corrections Form school list incorrectly included private schools.
  • Fixed an issue in WISEstaff where the Licensing Download and related widgets were missing certain license types.
  • Fixed an issue in WISEstaff that caused the Public Administrative Salary Report - About Data link message to appear twice on screen. Also updated the link to refer to the correct WUFUR Handbook page.
  • Fixed an issue with several jobs in WISEstaff, including Entity ID Change Requests, automatically populating Entity IDs, and closing applied Change Requests.
Release Notes for 1/18/2022

[WISEstaff] New Dashboard Widget for Number of District-Wide Teacher Assignments

Created a new widget on the staff Data Quality Dashboard that shows the District-wide Teacher Assignments count. If the count is greater than 1 you can to click on the count and see the district-wide assignments that have Position = 53 Teachers and a school of 000 District-wide. For more information, refer to this knowledge base article.

Bug Fixes

Bug fixes in this release include:

  • Fixed an issue in WISEstaff where the filtering by license expiration dates in the License Download and Staff Data Quality Dashboard worked incorrectly when a person with an expiring license also has another matching PE* or IE* license to replace it.
  • Fixed an issue in WISEstaff where invalid Entity IDs could break the Licensing Download for a district.
Release Notes for 12/9/2021

[WISEstaff] Improve Validate Staff Data Comment Box Functionality

Increased comment box on the Validate Staff Data page to 500 characters from 250and added a validation to alert user if they try to exceed 500 characters. Previously comments over 250 would not save nor alert user of the issue.

[WISEstaff] Provide Guidance for Entity ID CRs from File Upload

Added a column to the View Upload Results grid: "Entity ID Changes" which will be populated if your file upload generated Entity ID Change Requests still under review.

Bug Fixes

Bug fixes in this release include:

  • Fixed an issue in WISEstaff where dialog boxes were not working properly for the Staff List page > Delete Staff Person button and the Edit Staff > Delete Entity ID button.
Release Notes for 11/23/2021

[WISEid and WISEstaff] File Size Limit for Uploads

We have limited file uploads to these maximum sizes to prevent upload faults:

  • WISEid Person Uploads: 10MB, which is about 100k records
  • Contract and Assignment Uploads: 2MB, which is about 35,000 records

[WISEstaff] Exclude Agencies from Statewide Validation Job if No Assignments or Contracts Exist for the Current School Year

We have modified our nightly job that runs the WISEstaff validation to skip districts if there are no contracts and assignments for the hiring agency. This will speed up performance and next year you should not see validation messages until you start loading contracts and assignments.

Bug Fixes

Bug fixes in this release include:

  • Fixed an issue where name suffix change requests continued to be created in WISEid.
  • Fixed an issue in WISEid where viewing a “Change Request Action Needed - Student/Staff Data” notification was not applying the correct filters when accessing it from the Notification Inbox and going to the Change Request page.
  • Fixed issues where WISEstaff Licensing Downloads were not showing all staff as they should for some districts. We have identified another future fix to ignore staff with an invalid Entity ID which is currently breaking the download. We are contacting districts who are affected to remove the invalid Entity IDs.
  • WISEstaff validation warnings 4212 and 4213 were generating duplicates when the user did manual edits to the assignment in the application. We have fixed this so it won’t happen and also removed the duplicates so only one valid message per person remains.
  • Fixed sorting by hiring agency issue in the WISEstaff Public Aggregate Staff Report.
  • Fixed an issue in WISEstaff where acknowledged warnings reverted to unacknowledged after refreshing data validation.
  • Confirming that previous reports of out-of-range grades not displaying on the Edit Assignment page have been resolved and now any invalid grades that are uploaded will display but will be grayed out when the grade is not valid for the selected school or LEA.
Release Notes for 11/9/2021

[WISEid] Change Request Comments Only Required for Certain Changes

On the Edit WISEid page, when editing a person record, the Change Requests comment field will only be required when changing a person's first name, middle name, or birth date, as these are the only fields that generate a Change Request.

[WISEid] All Birthdate Change Requests Now Sent to DPI Review

Previously, only birth date changes with a 3 digit or more difference were routed to DPI CST to review. Now all changes to the birth date will be routed to DPI CST to review. Other districts will no longer review any birth date change requests. We have done this because we have found that changes to birth dates are the biggest indicator that a district may have picked up the wrong WISEid for a person.

[WISEstaff] Entity ID Matching Job Includes Staff Local Person ID

Previously, the job that looks for an exact match between WISEid person info and ELO person info was only run on staff with a current year Licensed Assignment. We have modified the job so it also looks for any person with a staff Local Person ID in your agency. This should speed up how soon Entity IDs are auto-populated and help identify those who need manual review.

Bug Fixes

Bug fixes in this release include:

  • Some Person Change History was not showing up. We have restored all missing Person Change History and prevented future issues.
  • Fixed bug where acknowledged Warnings reset to unacknowledged after validation refresh.
  • We found Milwaukee Public Schools and 8 other districts would not allow Contract uploads because their school codes overlapped with type 29 agencies. We have fixed this so Contract uploads will not fault.
Release Notes ofr 10/28/2021

Knowledge Base Article Links Added for Validation Codes

Added links from Edit Staff and Validate Staff Data pages’ error/warning/info message codes to KBA articles, when available. Please note that some codes don’t have KBAs, but they will be added in the future.

Data Quality Flag Step Added to Checklist

On the Staff Collection Checklist, we converted step 3c from Review Data Quality Reports to Verify Data Quality, we added a DQ Dashboard task and added clickable links for items under 3c to their respective pages.

Help for Finding Missing Entity IDs

Added an info link to provide help finding Entity IDs when there are licensed staff missing Entity IDs. Link is near the Missing Entity ID widget on the DQ Dashboard.

Duplicate Rows Removed in Assignment FTE Sum Detailed Report

The DQ Dashboard’s Assignment FTE Sum detailed report has been enhanced to have one row per person per assignment with applicable FTE for each row.

Performance Improvements

Performance improvements in this release include:

  • Increased performance of validations for assignment position and areas.
Release Notes for 10/14/2021

Filter for Notification New Change Request Comments

The New Change Request Comments notification now takes users to the Change Request page with Change Requests both for those that your agency is the Requesting Agency or Dependent Agency. On this screen, filters show both fields being set for their agency.

Name Suffix Change Requests Removed

Removed the creation of the last name suffix change request to match what we already do for last names.

Bug Fixes

Bug fixes in this release include:

  • Fixed the issue where duplicate parent guardians per WISEid were being created by way of the nightly WISEdata to WISEid job for students. Removed all duplicates as well.
WISEstaff 2021-2022 Improvements

Completed Changes

User Screen Changes

  • Data Quality Dashboard
    • Improved performance so widgets load in less than 10 seconds under normal conditions for all districts.
    • Added Aggregate Staff FTE Sum 3-year comparison.
    • Added Working School filter to view dashboard metrics by specific assignment working school.
    • Added “Expiring Background Checks” widget which shows the number of staff in the WISEstaff data collection for the current year for the selected working agency whose background checks are expiring.
    • Added a detailed salary report to the Average Teacher Salary 3-year comparison bar graph. Clicking on a year's bar opens the “Average Teacher Salary Detail Report” with details of full-time teachers’ salaries.
  • Staff Collection Checklist

    • Updated the checklist to make "Update & Verify Contact Info" always the first step, since it is essential to get contact email updates annually early in the collection process.

  • Audit Results

    • Added a link to the staff reporting Data Errata page on the 2019-2020 Special Education Audit Error Report and the Audit Error Report to point users to the 19-20 data disclaimer.

    • Added a Purpose of Audit link to provide info about what can be expected during the audit process.

  • License Download

    • Fixed cases reported by users where expired licenses for some staff didn’t show up correctly when using “Filter by License Expiration Date”

  • Edit Staff/Person

    • Find Entity ID

      • Added an orange highlight to the Birthdate field when the birth date of the search result doesn’t match the WISEstaff person.

      • Add a required comment field when first name, last name, Entity ID and/or birth date don’t match between search results and WISEid data.The instructions are customized based on type of discrepancy.

    • Add/Edit Assignment page and Upload Staff page

    • Your Hiring Agency Assignments

      • Removed display of outdated questions in the expandable subgrid, since we no longer collect that assignment data.

    • WISEid - Person Change History

      • Added logic to mask historical Local Person ID when it may be a Social Security Number. We now mask any potential SSN with "Masked possible SSN" so only DPI can view the data if needed later.

  • Validate Staff Data

    • Fixed Local Person ID field so it only shows Staff Local Person IDs.

  • Certify Data

    • Added Aggregate Staff FTE Sum 3-year comparison.

  • Change Agency (only for users with multiple agency access)

    • Fixed red status boxes next to agencies for closed or opening agencies, so they correctly show the years in which the agency last closed or is opening.

Changes to Reports

  • Admin Salary Fringe Report - fixed cross agency data mix up when specific admin staff work in multiple hiring agencies at the same time.
  • Assignment Code List - added text on top of screen to bring attention to the fact that we have filter tools for Position Description, Area Description, and Assignment Description columns.

  • Staff List - updated hover over on Go to Navigator button to better describe its function.

  • Public Staff Reports - tested and updated site for any accessibility issues for visual impaired screen readers and color blindness.

Changes to Data Validations

  • Added validation warning when a teacher’s salary exceeds the 99.5% percentile for statewide teacher salaries from the previous school year. This warning is meant to alert districts to salaries that may be entered incorrectly.

  • Added validation warning when a full-time teacher’s salary falls below a value set by DPI. This warning is meant to alert districts to salaries that may be entered incorrectly.

  • Fixed validation 6358 where “no teachers at school” was not including assignment records where the hiring agency is different from the working agency for the working school.

  • Updated system to remove validation messages after the original issue is corrected.

Upcoming Changes After WISEstaff Opens

Data Quality Dashboard

  • Add messaging help to the Missing Entity ID widget to provide helpful information on resolving the missing Entity ID issues.
  • Provide widgets and alerts to indicate when there are data quality issues remaining near-final certification for issues our DPI CST team contacts districts about annually.

Other Changes

  • Create system notifications to send before preliminary and final certification when Staff Collection Checklist items aren’t completed.
  • Improve performance of key staff validations so they run faster.
  • Improve Staff Collection Checklist naming and order to be more clear.

  • Link validation codes to in-depth KBA articles on Validate Staff Data and Staff Edit screens

  • Certify Data

    • Provide on-screen confirmation when preliminary and final certification have been completed.

    • Add Data Quality widgets to assure all agencies review them before they certify.

  • Linking Entity IDs in WISEid

    • Expand the automated Entity ID update job to include any person with a Staff Local Person ID, whether assignment exists or not. This will speed up the population of these Entity IDs since Staff Local Person IDs are typically added before assignments are.

    • Update Entity ID search to return fuzzy name and/or birth date matches. This will make it easier to find Entity ID matches when there is a discrepancy between name and/or birth date between WISEid and the licensing system.

Release Notes for 9/29/2021

Bug Fixes

Bug fixes in this release include:

We discovered that the middle name only Change Requests were not being generated. This has been fixed. So now if you delete an existing middle name or change it from one with the first letter not matching the previous it will trigger a change request to dependent Local Person ID agencies.

Fixed issue on Change Agency page where the agency status was not correct and/or year of closing was not correct.

Fixed issue with nightly job that copies new parent guardian info from WISEdata to WISEid so duplicates aren’t created. Also, on the deploy we will run a script to remove duplicates that have been created by the previous bug.

Release Notes Prior to 10/11/2021

For release notes prior to 10/11/2021, refer to the historical WISEid and WISEstaff release notes page.

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