Local Person IDs & Their Relationship to Roster

Local Person IDs and Their Relationship to WISEdata Roster

Teaching and other classroom staff who need to be associated to a classroom require a WISEid record with a Staff Local Person ID associated to it before they can send staff Roster records through to WISEdata.

Local Person ID is a unique field used by an agency to join a local system’s records with the state system’s WISEid. Do NOT enter Social Security Numbers or any other type of personally identifiable information in the Local Person ID field. See the Local Person ID data element page for more about this data element: https://dpi.wi.gov/wise/data-elements/local-person-id

The Local Person ID field is assigned by each agency and is used for Roster, WISEid, and WISEstaff.

• Specifically, the staff and staff-to-district relationship data flows from WISEid to WISEdata nightly at 5 p.m. via a database job or when manual validation is triggered by a user in the WISEdata Portal.

• Until that import job runs, WISEid staff Local Person ID updates or additions won’t be in WISEdata, and Staff Section Association errors will occur when submitting from your SIS to WISEdata.

Districts need to make sure that WISEids for staff are in their SIS. The WISEstaff data collection does not enforce a staff Local Person ID requirement, so it’s possible to think staff WISEid records are finished. Compounding this issue is the WISEstaff feature that allows schools to “Copy Forward” Contracts and Assignments; this means agencies may not have run the WISEid process for some staff except those who have come into the district after WISEstaff was implemented. In other words, “old” staff reported on the PI-1202 might not have staff Local Person IDs, especially if districts are using HR software that is separate from the SIS.

Follow the steps below to add Local Person IDs for Employees and Contractors.

1.       Download a complete list of every staff person from your HR/payroll system. This may be specified already as a WISEid file. This file should be a .CSV file for staff and/or students to upload. Save it where you can find it later.

2.       Format the data to the WISEid Person Request file template (if it isn’t already done). 

For file template specifications: https://dpi.wi.gov/sites/default/files/imce/wisedata/pdf/WISEid_File_Structure_18-19_-_Person_Upload_File.pdf .

For the Person Upload file template: https://dpi.wi.gov/sites/default/files/imce/wisedata/data/wiseid_persons_v5.csv

You can see below an example file template with a column for assigning Local Person IDs in WISEid.

WISEid

3.       To upload the completed file to WISEid, access the WISEid application via Secure Home.

4. Click Upload from the File Tasks Menu on the left.

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

6. Click Upload.

7.      Correct any errors and resolve any Potential Match Reviews.

For assistance with resolving potential matches and any errors, read the WISEid User Guide: https://docs.google.com/document/d/1Zu_LiHFpdKiopcmSvb8JMbAC1Mbp15Se5TDs2WGtCrY/edit?usp=sharing

You can also manually add Local Person IDs in the staff person’s WISEid record, as shown in the following screenshot.

Once all your staff have Local Person IDs assigned, you can then submit your Roster Staff Section Associations to WISEdata because WISEdata will now be able to link the staff to their corresponding course sections. As a reminder staff-to-district relationship data flows from WISEid to WISEdata nightly at or after 5 p.m. via a database job or when manual validation is triggered by a user in the WISEdata Portal. Until that import job runs, WISEid Staff Local Person ID updates or additions won’t be in WISEdata, and Staff Section Association errors will occur when submitting from your SIS to WISEdata.