migrant student information exchange (msix)

Migrant Student Information Exchange (MSIX)

MSIX Refresher TrainingJune 4, 2009

Sponsored by:

U.S. Department of Education

Deloitte Consulting LLP

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Agenda

• Introduction and Live Meeting Logistics (20

min.)

1:00 – 1:20

• Key MSIX Features (10 min.) 1:20 – 1:30

• Address Selected Topics (1 hr. 05 min.)

Topic 1: User Administration 1:30 – 1:50 Topic 2: Searching 1:50 – 2:00 Topic 3: Student Move Notification 2:00 – 2:10 Topic 4: Data Administration 2:10 – 2:35

• MSIX Training and Support Tools (5 min.)

• Question & Answer (20 min.)

2:35 – 2:40

2:40 – 3:00

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Live Meeting Logistics

• 2-hour session

• Format: PowerPoint presentation (no live data)

• Participants will be muted throughout meeting, but can submit questions in Live Meeting Q&A drop-down

• Exercise: Test the Q&A function

• Raising your hand in Live Meeting

• Handouts

Key MSIX Features

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Key MSIX Features

• Retrieve and view student information

– Search, view, and print consolidated student records

– Multiple search parameters

– Accessible online

• Identify and resolve student record conflicts

– Student Merge workflow

– Student Split workflow

• Notify other jurisdictions of planned student moves

• Create users based on ‘MSIX roles’ to allow appropriate access to MSIX functions and student data

• Create regions within a state to manage MSIX activities and workflow

Topic 1: User Administration

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User Administration – Selected Tasks

• To be performed by a User Administrator• Creating a New User

– User Administrator must first review “User Application for Access to MSIX” (verify that Applicant and Verifying Authority portions are adequately completed)

• Resetting a User Password• Disabling vs. Deactivating a User Account

– Disable = temporary To be used when the user is expected to return and

resume the role at a later date– Deactivate = permanent

Once the account has been deactivated, a new user account cannot be created with the same e-mail address in the future

User AdministrationScenario – Creating a User

Arizona StateUserAdmin, Welcome to MSIX

On left navigation panel, click “User Administration”.

Click “Create New User” link.

Must complete the following fields: First Name, Last Name, Work Telephone Number, Work Email Address, User Role.

The Work State field is automatically completed based on the state of the User Administrator creating the new user account.

Cannot enter an Account Activation Date prior to the day of account creation. This will generate an error message.

Cannot enter an Account Expiration Date prior to the day of account creation. This will generate an error message.

Account Activation Date defaults to day of account creation if nothing is entered.

•Once the user clicks “Save”, he or she is taken to the Confirmation screen. This screen confirms that the user account was createdImage Description: This MSIX screenshot highlights the confirmation page a user administrator sees after saving the create new user information

User AdministrationScenario – Resetting a Password, Disable vs. Deactivate

Enter user information to perform a search.

A new user’s status is automatically set to “Enabled”.

Username is automatically assigned when the user account is created. This field cannot be edited.

Account Status is automatically set to “Enabled”.

Switch to “Disabled”.

User Administrator would click on this checkbox to reset the user’s password.

Account Status now registers as “Disabled”.

Select checkbox to deactivate account.

Once an account has been deactivated, an account cannot be created with the same e-mail address in the future.

A record is maintained for this user in the system, but account details can no longer be edited.

User AdministrationQ&A

Topic 2: Searching

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Student Search Function• Can be performed by Secondary Users, Primary Users

and Data Administrators

• Users can do a Basic Search, or an Advanced Search if they wish to further refine the list of results

Click “Student Search” on the left navigation panel.

At least of one these fields must contain data to perform a search.

At least of one these fields must contain data to perform a search.

SearchingQ&A

Topic 3: Student Move Notification

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Student Move Notification• Available to Secondary Users, Primary Users and Data

Administrators

• MSIX users can use the application to notify other jurisdictions of planned student moves

• The Email Notification functionality can also be used to easily obtain student information from his or her previous schools

NJ

Users must be careful not to include any Personally Identifiable Information (e.g. Social Security Numbers) for the student in question in the Comments field.

Student Move NotificationQ&A

Topic 4: Data Administration

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Data Administration – Selected Tasks• Can be performed by a Data Administrator

• Processing Worklists– Worklists contain links to the items that have been assigned

to the Data Administrator for processing (e.g. Merges, Splits)

• Validating a Merge– Merges combine multiple records for the same student– Merges can be user-initiated or generated by MSIX

Both types are processed the same way by the Data Administrator

– If the records are from different states, the merge must be validated by a Data Administrator from each state

• Validating a Split– Splits serve to separate erroneously combined students– Splits are only user-initiated

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Data Administration – Selected Tasks (cont’d.)• Near Match Resolution

– A near match occurs when a new record is imported into MSIX, analyzed by the MSIX Matching Engine, and found to somewhat match an existing MSIX record

• Potential Merge List– After a student record is flagged for a potential merge, it is

put on this list for the relevant Data Administrator to review– The Data Administrator reviews the list and can either

approve or cancel a potential merge – if the merge is approved, it moves to the Data Administrator’s worklist

• Potential Split List– After a student record is flagged for a potential split, it is put

on this list for the relevant Data Administrator to review– The Data Administrator reviews the list and can either

approve or cancel a potential split – if the split is approved, it moves to the Data Administrator’s worklist

Data AdministrationScenario – Worklists & Validating a Merge

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Workflow for User Initiated Merge

User views their potential merge list and initiates the

merge process

User flags student records as potential merge

Data administrator

determines whether to validate or reject the

merge

MSIX merges the student records and notifies the

user that initiated the merge

Validate Merge

MSIX routes the student records to the appropriate

data administrator to validate the merge

Reject Merge

MSIX does not merge the student records they remain

as two separate records and notifies the user that

initiated the merge

No Action Taken

* Escalates to next level data administrator

* Escalation PathsDistrict Data Administrator (DDA) > Regional Data Administrator (RDA) > State Data Administrator (SDA)

Pennsylvania StateDataAdmin, Welcome to MSIX

User can access the Potential Merge List and Potential Split List by using the appropriate links on the left navigation panel.

Pennsylvania StateDataAdmin, Welcome to MSIX

User can access the worklist by clicking on the “Worklist” link in the left navigation panel, or on the homepage notification.

Click on the last name of the student whose merge request you wish to view.

303-555-1212 ext:Pennsylvania-8 Primary

Pennsylvania12345XXXXXX01/01/2001JOHN DOEJANE DOE

Pennsylvania12345XXXXXX01/01/2001JOHN DOEJANE DOE

PA1-2345James DoePHILADELPHIA Pennsylvania

Male

PA1-2346JIMMY DOEPHILADELPHIA Pennsylvania

Male

Upon reviewing the merge request, the user can decide whether to validate or reject the merge.

303-555-1212 ext:Pennsylvania-8 Primary

Pennsylvania12345XXXXXX01/01/2001JOHN DOEJANE DOE

Pennsylvania12345XXXXXX01/01/2001JOHN DOEJANE DOE

PA1-2345James DoePHILADELPHIA Pennsylvania

Male

PA1-2346JIMMY DOEPHILADELPHIA Pennsylvania

Male

When a merge is validated or rejected, the item is taken off the worklist and the user who initiated the request is notified of the action within MSIX.

James Doe

Data AdministrationScenario – Validating a Split

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Workflow for Splitting Student Records

User views their potential split list and initiates the

split process

User flags student records as potential split

Data administrator

determines whether to validate or reject the

split

MSIX splits the original student record into 2

separate student records and notifies to the user that

initiated the split

Validate Split

MSIX routes the Student record to the appropriate

data administrator to validate the split

Reject Split

MSIX does not split the student record it remains

one record and notifies the user that initiated the split

No Action Taken

* Escalates to next level data administrator

* Escalation PathsDistrict Data Administrator (DDA) > Regional Data Administrator (RDA) > State Data Administrator (SDA)

Pennsylvania StateDataAdmin, Welcome to MSIX

Click on the last name of the student whose split request you wish to view.

Pennsylvania12345XXXXXX01/01/2001JOHN LEWISJANE LEWIS

12345XXXXXX01/01/2001

Carol LewisPHILADELPHIA PennsylvaniaFemale

PA1-2345

Carol LewisPHILADELPHIA PennsylvaniaFemale

PA1-5678

Pennsylvania-2 Primary 303-555-1212 ext:

Upon reviewing the split request, the user can decide whether to validate or reject the split.

Pennsylvania

Pennsylvania12345XXXXXX01/01/2001JOHN LEWISJANE LEWIS

12345XXXXXX01/01/2001

Carol LewisPHILADELPHIA PennsylvaniaFemale

PA1-2345

Carol LewisPHILADELPHIA PennsylvaniaFemale

PA1-5678

Pennsylvania-2 Primary 303-555-1212 ext:

Pennsylvania

When a split is validated or rejected, the item is taken off the worklist and the user who initiated the request is notified of the action within MSIX.

Carol Lewis

Data AdministrationScenario – Near Match Resolution

Pennsylvania StateDataAdmin, Welcome to MSIX

Click on the last name of the student whose potential match you wish to view.

PA2345-1

Philadelphia PennsylvaniaBilly L Yates

Pennsylvania

08/03/1998

Pennsylvania12345XXXXXX

PA6789-1

William Butler Yates

PA6789-1

William Butler YatesPhiladelphia Pennsylvania USA

Pennsylvania12345XXXXXX

08/17/1998

PA2345-1

Philadelphia PennsylvaniaBilly L Yates

Pennsylvania

08/03/1998

Yates, Billy LYates, William Butler

MSIX Training and Support Tools

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MSIX Trainer’s Toolkit

• Trainers’ Corner

• Training Strategy

• User Training– Helping Your Users Get Started with MSIX– Training Your Users– Post-training Support for Your Users

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Training Types

• Train-the-Trainer Training (T-T-T)

• Instructor-led Training

• Online Training

• Videoconferencing

• Webinars

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Contact Us

Topic Contact Information

Technical or General MSIX Information

MSIX Help Desk:msixsupport@deloitte.com(866) 878-9525

Help Desk Operations: 9:30 am to 6:30 pm EST (Monday – Friday)

Migrant Record Exchange Initiative

Website:http://www.ed.gov/admins/lead/account/recordstransfer.html

Email: msixteam@ed.gov

Daryn R. Hedlund(202) 401-3008Daryn.Hedlund@ed.gov

Question & Answer

Thank you!