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Quick Guide: Preparing for Massachusetts March and EOY State Reporting

Article ID: 929
Last updated: 02 May, 2017
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SIF Districts:

Districts that have certified their October state reports can now work on your March SIMS submission and begin to review SCS, EPIMS and SSDR for June/EOY. 

Step 1: Set the transmission “As of Date”.

  • Set the “Last Transmission Date” to 03/01/2017 for March 1 SIMS. This is set on the DOE ID Manager > DOE Maintenance > MA DOE Parameters screen. DOE Parameters are school specific so this must be done for EACH school. Setting it to March 1 is for the SIMS submission. It will also make sure that SCS and SSDR data for students enrolled after October 1 is transmitted when sending SIF Objects, helping you prepare for EOY SCS and SSDR.
  • Set the “EPIMS Export As-of Date” to the date for June/EOY reporting. This should be set to the proposed “day BEFORE the last day of school.” If your district has multiple schools with different last days of school, use the day before the last day of school at the first school that finishes the school year. This is set on the iStaff Biographical > iStaff Procedures – iStaff Bio > iStaff Configuration screen.

NOTE: If the last day of school falls on a Monday then the As-of Date needs to be set to the SCHOOL DAY BEFORE the last day of school, which would be the preceding Friday.

NOTE: When you get closer to the end of the school year and are certain of your actual last day of school, you will want to confirm/update the EPIMS Export As-of Date to be the day BEFORE the actual last day of school. After March SIMS is CERTIFIED you can update your “Last Transmission Date” to the day before the last day of school for June/EOY SIMS and SCS reporting. If the last day of school falls on a Monday then the As-of Date needs to be set to the SCHOOL DAY BEFORE the last day of school, which would be the preceding Friday.

Step 2: Create EPIMS Work Assignments “as of” June/EOY.

  • All SIF districts need to run the EPIMS Export with “Recalculate FTE” = Yes and “Reset Term Codes” = Yes to create the Work Assignment records, update the Active/Inactive Terms, and update the FTE values for June/EOY. This is found under iStaff Biographical > iStaff Procedures > Export DOE EPIMS Data. If you run the EPIMS Export again, please note that if you have been editing Work Assignments, if you run the export again with Recalculate/Reset set to Yes it will overwrite any changes you have made to the records. Typically this reset is only done on your initial run or to start over.

Step 3:  Recycle the SIF Processors

  • Go to SIF Agent > SIF Processors
  • Shutdown and Restart the SIF Events and Response Processors
  • Prior to sending your SIF Objects for the new transmission period it is recommended that you check off “Purge All Log Files Except Current Day” to make it easier to reference your active transmission log files.

Step 4:  If you want to get started early you may need to ask the DESE to flip you to the March submission window. At the same time have them set you to SIF for EPIMS and SSDR.

Step 5: Send the SIMS, SCS, EPIMS and SSDR SIF Objects to the DOE using SIF Agent > SIF – Send Objects. For more information on which Objects to send, go to iPass Help > SIF > Help > How do I send SIF data objects to the DOE and which objects to I send for each state report?

Legacy Districts:

Step 1:  Set your transmission “As of Date”.

  • Set the “Last Transmission Date” to 03/01/2017 for March 1 SIMS. This is set on the DOE ID Manager > DOE Maintenance > MA DOE Parameters screen. DOE Parameters are school specific so this must be done for EACH school.      

To review your SIMS data before March 1 be sure to run the SIMS 52 Export report using the date of 03/01/2017 to preserve the Last Transmission Date set up on the DOE Parameters screen and to provide the data you need “as of” March 1.

  • To prepare for June/EOY EPIMS set the “EPIMS Export As-of Date” to the date for June/EOY reporting. This should be set to the proposed “day BEFORE the last day of school.” This is set on the iStaff Biographical > iStaff Procedures – iStaff Bio > iStaff Configuration screen.

NOTE: When you get closer to the end of the school year and are certain of your actual last day of school, you will want to confirm/update the EPIMS Export As-of Date to be the day BEFORE the actual last day of school. After March SIMS is CERTIFIED you can update your “Last Transmission Date” to the day before the last day of school for June/EOY SIMS and SCS reporting.

Step 2: Create EPIMS Work Assignments “as of” June/EOY.

  • If you are ready to create Work Assignments for June/EOY, run the EPIMS Export with “Recalculate FTE” = Yes and “Reset Term Codes” = Yes to create the Work Assignment records, update the Active/Inactive Terms, and update the FTE values for June/EOY. This is found under iStaff Biographical > iStaff Procedures > Export DOE EPIMS Data. If you run the EPIMS Export again, please note that if you have been editing Work Assignments, if you run the export again with Recalculate/Reset set to Yes it will overwrite any changes you have made to the records. Typically this reset is only done on your initial run or to start over.
Attached files
file Quick Guide_Preparing for Massachusetts March and EOY State Reporting.pdf (627 kb)

Also listed in
folder SIF -> Help
folder DOE ID Manager -> Help -> SSDR (MA)
folder DOE ID Manager -> Help -> SIMS (MA)
folder DOE ID Manager -> Help -> EPIMS (MA)
folder DOE ID Manager -> Help -> SCS (MA)

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