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WISEid Guide for New Users

Welcome to WISEid

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WISEid is a Secure Web Application used to maintain person information for schools. Its purpose is to prevent some data quality issues in state and federal reports and enable detailed data collection/reporting in other WISE applications. In WISEid, you'll work with person records and their ID codes, including Local Person IDs and WISEids.

This page includes an introductory guide for new WISEid users. You can also get a quick overview of WISEid and WISEid tasks in the WISEid Quick Start Guides for Public Schools or Choice Schools.

Logging into WISEid

To access the WISEid application, you need a WAMS ID and security access to the application. If you already have a WAMS ID, follow the steps in the I Already Have a WAMS ID section. If you do not have a WAMS ID, or if you don't know what a WAMS ID is, follow the steps in the I Don't Have a WAMS ID section.

I Already Have a WAMS ID

To access the WISEid application:

  1. Log in to WISEhome using your WAMS ID or a district or agency email account.
  2. On your WISEhome home page, under Identity Management, select WISEid to open the application.
    • If you don't see the WISEid option in WISEhome, select Request Access at the top of the screen.
    • On the Request Access screen, select your school, enter your job title, and select WISEid in the Applications menu. Click Request Access to finish the access request. You will receive an email once your access request has been reviewed and either approved or denied.

I Don't Have a WAMS ID

To log into WISEhome and access the WISEid application, you need to sign up for a WAMS ID and request access to the application. To do so:

  1. The first step is to get a WAMS ID. Setting up a WAMS account involves four simple steps:

    1. Go to the WAMS homepage.

    2. Select “Self Registration.”

    3. Provide the required information.

    4. IMPORTANT: When you receive a confirmation email from the WAMS system, follow the link given to log in and verify your account

  2. Next, log into WISEhome using your WAMS ID.

  3. Select Request Access at the top of the screen.

  4. On the Request Access screen, select your school, enter your job title, and select WISEid in the Applications menu. Click Request Access to finish the access request. You will receive an email once your access request has been reviewed and either approved or denied.

  5. Once you have access to the WISEid application, follow the steps in the I Already Have a WAMS ID section to log into WISEid.

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WISEid Home Page

The Home screen provides a menu of the functions available along the top of the screen. If there are important news items or announcements they will be posted on this main page.

image of the WISEid home page

Sections

  • View notifications and Change Requests in the Message Center.
  • Use the Manage Person Data section to search for or edit a person, as well as work with duplicate IDs or upload and manage data files.
  • View reports and manage and validate your data in the Reports section.
  • Depending on their role, some users may also have access to the Resources menu.

Resources Menu: Update Contact Info

The agency administrator updates WISEstaff system contact information here. Both Primary and Secondary Contacts are required for each agency and must be updated each year. Use the Edit or Delete icons to the right of the email address to make changes or delete a contact.

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Working in WISEid

Person Search/Edit

This feature allows you to look up person records by entering known information about them and clicking Search. You can search by WISEid or by entering a person’s first and last name.

image of person search in Wise ID

Person Uploads

The Upload Person Data option under Manage Person Data allows users with access to upload files into WISEid and to work with them once processed. Uploading a Person record will create WISEids and/or update WISEid data during the process. It is essential that ALL students and staff have WISEids assigned. It is also imperative that ALL students and any staff members associated to Roster coursework have Local Person IDs assigned as well, so their data can be claimed and linked to your district.

It's important to note that a WISEid is not the same as a Local Person ID, nor does it serve the same function. Assigning a Local Person ID to a student or staff allows a district to "claim" or link the district to that person. This is essential because the person's unique WISEid record is shared among any district associated with that staff or student; therefore, in order to send data for a particular person from your district, you need to assign a Local Person ID. If you don't populate the Local Person ID field, those person records are not pulled during a student or staff download file.

The results of a file upload should be examined and corrected as needed. The information below will guide you through this file upload and examination process.DPI suggests running WISEid File uploads once a week to maintain accurate data within WISEid. This is suggested for both student and staff person uploads. Person uploads are always completed through the WISEid application while Contract and Assignment uploads needed for the WISEstaff collection can be completed through the WISEstaff application.

**Please note, if you do not have access to WISEstaff, you will not be able to upload a Person file with staff names. To obtain access to WISEstaff, please contact your local WISEstaff security administrator.**

If it is the beginning of the school year you can break this into manageable parts. Suggestions include, but are not limited to,

  • New students who would not have a WISEid assigned to them yet because they have not been enrolled in a Wisconsin School
  • Students new to your school who already have a WISEid
  • Follow the Match Review Section for these students carefully.
  • School breakdowns (e.g., Elementary School, Middle School, etc.)

How to Upload Person Data

Follow the steps below to complete the file upload process.

1. Download your WISEid file out of your SIS for either your students or your staff members (if you are unsure on how to do this, contact your SIS vendor). This file should be a .CSV file. Save it where you can find it later.

2. Under Manage Person Data, select Upload Person Data.

image of upload person data screen

3. Click Choose File to select your saved .CSV file you downloaded from your SIS.

4. Click Upload.

Reading Upload Results

Once you have completed your upload you should check your results to see your data.

image of upload person data results

  • Type: This can be Person, Contract, or Assignment. Contracts and Assignments can be uploaded through WISEstaff and reviewed through the Results tab.
  • File Name: Clicking this hyperlink will show you the file you have uploaded.
  • Status: This shows you the status of your upload. You cannot work with your data until the status is “completed”.
  • Errors: These are issues within the file that you uploaded; you will need to fix these errors in your file and re-upload a new file to correct them.
  • Potential Matches: These are possible matches to people whom you have uploaded. The system will check for matching names and birthdates within the WISEid system and then ask you to review to make sure that duplicates are not created.
  • Committed: This is the number of lines from your file upload that were processed and do not need any manual review.
  • Changes: This is the number of change requests created from this file upload, for example, a student whose last name has changed. When you upload the student to WISEid with the new last name, the system will create a change request to the student’s associated school districts to approve or deny before the change sticks. This process is in place to ensure person record changes are applied correctly prior to writing them to the database.
  • Upload Date: This identifies when the file was uploaded.
  • User ID: This identifies who uploaded the file.
  • Download: This button allows you to download your committed file. If WISEids are newly assigned to students, you should download this file and upload it into your SIS.

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Errors and Potential Duplicates

Errors

If you have an error, you will need to click on the blue box with a number in it. This will bring you to your Person Error Review Screen (shown below). You can see the details of the error by clicking the [+] to the left of the row number. You should make your corrections within your student information system (SIS), download a new file with corrected records in a .CSV file, and re-upload the records to WISEid. Remember to save your upload file on your hard drive for future reference. Corrections must be made in the .CSV file saved to your computer and re-uploaded to WISEid. After the error has been corrected and your upload has finished processing, errors on your new upload should appear as “0”.

image of person error review screen

Review Matches

Once person records have been uploaded, they will go through the match review process. This helps to determine if persons already have a WISEid and should be linked to that WISEid. You can get to your Potential Matches by clicking the blue box from your results menu or from the File Tasks Menu on the left.

image of review matches screen

1. Click Review for the person who has a potential match.

2. A new screen will appear. The top box shows what you have uploaded. Below this box will display existing people who look similar. In the bottom box you will notice green squares. These squares show you boxes that match what you have uploaded. Be careful when matching; a name matching doesn’t mean it is the same person, verify the birth date as well. If you aren’t certain, check other information available to verify the match.

image of match review in wiseid

image of reviewing similar person records

3. If you believe you have a match, click the radio button next to the existing match and then click Next. This will combine your upload with the existing record.

4. If the existing records do not match your person, select the Create a new person radio button and then click Next. This will create a new WISEid for your uploaded person.

Report Duplicates

If you find that one person has two different WISEids associated, you should report the WISEids as duplicates. To report duplicates, go to the Report Duplicates screen under Manage Person Data. Type the two WISEids into the boxes and explain in the comment section what you think happened, as well as which WISEid should be retained.

image of reporting duplicate person records in wise ID

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Change Requests

You can review change requests by selecting Change Requests under the Message Center.

image of wiseid change requests screen

Once in the Change Requests screen, you will see a listing of change requests. Requests with a red flag mean they are waiting on your district for action. You can also filter this listing by Upload File to see change requests that you have created for other districts to review.

To see more about the request, click View and the request will expand. Here you can see the requested change. If you need to deny a change request, you are required to to enter a comment about why you are denying it. Conversations can happen in the comments sections to determine if the change is correct or not.

image of reviewing a change request

When Should you Deny a Change Request?

Change requests should only be denied when you have legal documentation proving that the request is incorrect (for example, a Birth Certificate). Race changes are up to parent choice and should not be denied unless you believe that incorrect persons may be linked together. If you believe that two persons are incorrectly linked, please create a Help Desk Ticket and a WISEsupport member can help you separate the people.

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Searching for Person Records

Person Search/Edit

This feature allows you to look up person records by entering known information about them and clicking Search. You can search by WISEid or by entering a person’s first and last name.

image of person search in Wise ID

Person suggestions will show below your search. Green highlighted boxes match your search criteria as entered. You can click the [+] to expand more summary details or click the WISEid number to see the full details about the person.

Helpful Search Tips

The WISEid search engine is very reliable, but there are times when a search may prove difficult. It is possible that the person for whom you are searching may have incorrect information or information appearing differently than expected. Here are some things to keep in mind as you search:

  • Middle Name: This field is not always populated or only contains an initial, which may or may not include a period. If you are having difficulty searching, leaving this field blank may help, or you may try common variations of names (e.g., “Bobbie” instead of “Bobby”).
  • Last Name: Hyphenated/multiple last names can sometimes make a search difficult. If you are having trouble searching, entering only one of the last names may help.
  • Misspellings: Occasionally names are misspelled. Sometimes searching with common misspellings may help.  

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Reports

Staff Download by Local Person ID

This report will automatically download into a .CSV file when clicked. Within this file you can see ALL staff who have ever been uploaded by your district. These staff will be sorted by Local Person ID.

Student Download by Local Person ID

This report will automatically download into a .CSV file when clicked. Within this file you can see ALL students who have ever been uploaded by your district. These students will be sorted by Local Person ID.

Merge Report

When a date range is entered, this report will show you WISEids that have gone through the report duplicate process.

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