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FLORIDA EDUCATION IDENTIFIER (FLEID) IMPLEMENTATION PLAN
SARAH DUGGER
June 24, 2015
www.FLDOE.org2
Florida Education Identifier (FLEID)
• Florida Education Identifier - A code issued by the Florida Department of Education used to uniquely identify a person in Florida’s education data system.
• Previously added to FCS database elements• Mandated by 2014 legislation (F.S. 1008.386)
www.FLDOE.org3
FLEID Process Overview
• FL DOE acquired master data management (MDM) tool
• FL DOE worked with vendor to configure MDM matching algorithms, file transfer processes and custom user interface for resolving near match records
• FL DOE engaged pilot stakeholder group to review match data elements, match algorithms and custom user interface
www.FLDOE.org4
FCS Pilot Project Stakeholder Colleges
• Daytona State College• Florida Gateway College• Indian River State College• Miami Dade College • Pensacola State College
www.FLDOE.org5
Training PlanSummer 2015 – Interactive on-line training on the FLEID User Interface available for district and institution personnel
June 2015 – Overview presentation for FACRAO on June 24
July 2015 – Presentation/workshop for institution and workforce personnel at MISATFOR/WEDDAC meeting
www.FLDOE.org6
ImplementationJuly 2015 – September 2015 - K12 districts submit records for FLEID assignment and populate district management information systems with assigned FLEIDs
October 2015 – December 2015 – FCS institutions submit records for FLEID assignment and populate institution management information systems with assigned FLEIDs
www.FLDOE.org7
FCS On Boarding ScheduleWeek of: Colleges:
November 2 Miami DadeValenciaBrowardHillsboroughPalm Beach State
Fla SC at JaxTallahasseeSt. PetersburgSeminole StateEastern Florida
Indian RiverFL SouthWesternPasco-HernandoSanta Fe
November 16 DaytonaState College FLPensacolaPolkCentral Florida
Gulf CoastNorthwest FlaLake SumterSouth FloridaSt. Johns River
Florida GatewayChipolaNorth FloridaFlorida Keys
www.FLDOE.org8
ImplementationBeginning July 1, 2016 – Districts and FCS institutions submit data with existing individual identifier and FLEID. Districts will have until June 2016 to ensure that their local information systems can accommodate FLEIDs.
Beginning July 1, 2017 – Districts and FCS institutions submit data with FLEID as the single individual identifier
www.FLDOE.org9
FLEID – Master File Format Field
LengthField Type Field Name Field Description
4 Char Year 4 Digit School Year2 Char District Number PK-12 - District Number, Current Enrollment4 Char School Number K-12 School Identification Number8 Char OPEID Reporting Education Institution Number for
post secondary institutionsNOTE: leading and trailing zeros MUST be included as part of the OPEID.
www.FLDOE.org10
FLEID – Master File Format
Field Length
Field Type Field Name Field Description
10 Char Person Number Post secondary student identifier
10 Char Alias Number K-12 student data element of Student Number Identifier - Alias, Florida
10 Char Local Number K-12 student data element of Student Number Identifier, LocalK-12 staff data element of Staff Number Identifier, Local
9 Char SSN 9 digit Social Security Number10 Char Certification
NumberFlorida Educators Certificate Number
www.FLDOE.org11
FLEID – Master File Format Field
LengthField Type Field Name Field Description
100 Char FirstName First Name100 Char LastName Last Name100 Char Former/MaidenName30 Char Appendage Suffix50 Char MiddleName Middle Name1 Char MiddleInitial Middle Initial
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FLEID – Master File Format
Field Length
Field Type Field Name Field Description
8 Char Date of Birth Date of birth4 Char DOB Year Year of birth2 Char DOB Month Month of birth2 Char DOB Day Day of birth1 Char Gender Gender
www.FLDOE.org13
FLEID – Master File Format Field
LengthField Type Field Name Field Description
1 Char Race1 Char Race Hispanic Race Indicator 1 Char Race White Race Indicator 1 Char Race Asian Race Indicator 1 Char Race Black Race Indicator 1 Char Race Hawaiian Race Indicator 1 Char Race American Indian Race Indicator
www.FLDOE.org14
FLEID – Master File Format Field
LengthField Type Field Name Field Description
1 Char Multi Birth Indicator Y = Multi-Birth (Twins, Triplets, etc.)50 Char Birth Place City OR Territory of birth 4 Char Source Indicator Institution or Entity type8 Char 1st Time Entered Florida
Institution8 Char 1st Time Entered U.S.8 Char Prior School of Enrollment 1 Char RecordType Student or staff
8 Char Filler1 Char Term Post secondary enrollment term14 Char Florida Education ID
www.FLDOE.org15
High Confidence Match Rules
• Full name, date of birth and one identifier • SSN • Local id • Alias id
• First name, date of birth, gender and SSN
www.FLDOE.org16
Near Match Rules
• First name, last name, date of birth and gender
• First name, middle name, last name, date of birth and gender
www.FLDOE.org17
Near Match Resolution Elements • District/institution identifiers – district, school
number, institution number• Student/staff demographics – race, ethnicity, gender• Place of birth• First time entered Florida institution• First time in US school• Prior name/maiden name
www.FLDOE.org19
FLEID Process Flow – Secure File Transmission
Master File
ReturnedMaster File with
Assigned FLEIDAnd
Returned Reject File
TIBCO SECU
RE - FTPDistrict staff submit master file using secure FTP TIBCO process
District staff retrieve master file with assigned FLEID using secure FTP TIBCO process. District staff retrieve reject file with invalidation rule. District staff populate local system(s)with assigned FLEID.
www.FLDOE.org20
FLEID Process Flow - MDM Processing
FLEID Generati
on
Survive
Match
MDM Processin
g
VAULT
TIBCO SECU
RE - FTP
MDM processing reads master file records, validates date fields, generates match codes and matches records against existing vault records using matching rules. A file of matching FLEID and new FLEID records is generated and placed in TIBCO out folder.
www.FLDOE.org21
FLEID Process Flow – FLEID User Interface
• Secured via FL DOE Single Sign-On (SSO)• Authorized users are added to FLEID
roles using SSO Admin Portal by LEA SSO Administrators
• Functionality:• FLEID Lookup• File Management (input/output files)• Near Match Resolution
www.FLDOE.org22
FLEID Process Flow – FLEID User Interface
VAULT
The home page displays a pie chart with information about pending near match records.
www.FLDOE.org23
FLEID Process Flow – FLEID Lookup
VAULT
The Lookup functionality allows authorized users to enter an FLEID and review the result. Users can also search the vault using name, date of birth, gender, person type and one of four identifier options.
www.FLDOE.org24
FLEID Process Flow – File Management
VAULT
The File Management functionality allows authorized users to review the status of input files (processed master file submissions) and output files (matched records, rejected records and near match resolutions).
www.FLDOE.org25
FLEID Process Flow – Near Match Resolution
VAULT
The Near Match Resolution functionality allows authorized users to review near match records and make determination to match the record to an existing FLEID or assign a new FLEID to the record.
www.FLDOE.org26
ResourcesSingle Sign-On Tutorials Single Sign-On SupportTIBCO ProcessingFLEID Interactive Training – available in Summer 2015FLEID On-boarding DocumentationEmail: [email protected]
