Migrant Student Information Exchange (MSIX)

1. Migrant Student Information Exchange (MSIX) MSIX Refresher Training June 4, 2009 Sponsored by: U.S. Department of Education Deloitte Consulting LLP

2. Agenda

3. 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

4. Key MSIX Features

5. 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

6. Topic 1: User Administration

7. 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

8. User Administration Scenario – Creating a User

9. Arizona StateUserAdmin, Welcome to MSIX On left navigation panel, click “User Administration”.

10. Click “Create New User” link.

11. 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.

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

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

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

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

16. User Administration Scenario – Resetting a Password, Disable vs. Deactivate

17. Enter user information to perform a search.

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

19. Username is automatically assigned when the user account is created. This field cannot be edited. Account Status is automatically set to “Enabled”.

20. Switch to “Disabled”.

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

24. Account Status now registers as “Disabled”.

28. Select checkbox to deactivate account.

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

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

34. User Administration Q&A

35. Topic 2: Searching

36. 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

37. Click “Student Search” on the left navigation panel.

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

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

40. Searching Q&A

41. Topic 3: Student Move Notification

42. 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

43. NJ

44. 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.

45. Student Move Notification Q&A

46. Topic 4: Data Administration

47. 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

48. 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

49. Data AdministrationScenario – Worklists & Validating a Merge

50. Workflow for User Initiated Merge