Download (EDI) User`s Manual - the Illinois Law Enforcement Training and

IllinoisLawEnforcementTrainingandStandardsBoard
ElectronicDataInterchange(EDI)
User’sManual
May2013
Officeof
InformationTechnology
EDI User’s Manual 1
Table of Contents INTRODUCTION........................................................................................................................................2
SIGNINGUPFOREDI...............................................................................................................................2
LOGGINGONTOEDI.................................................................................................................................3
PASSWORDINFORMATION.................................................................................................................................4
MAINMENUDESCRIPTION...................................................................................................................4
ELECTRONICFORME.............................................................................................................................................6
ADMINISTRATORFUNCTIONS...........................................................................................................................9
IMPORTANTREMINDERS.....................................................................................................................9
ILETSBCONTACTINFORMATION...................................................................................................10
2 Illinois Law Enforcement Training and Standards Board INTRODUCTION WelcometotheElectronicDataInterchange(EDI).EDIisusedtoelectronically
transmitandlegallysignpersonneladditions,changes,deletionsandfirearm
qualificationdatesrelatingtoyourdepartmenttotheIllinoisLawEnforcement
TrainingandStandardsBoard(herebyknownasthe‘Board’).
SIGNING UP FOR EDI TosignupforEDItheBoardwillneedtohaveasignedapplicationmailedtousto
haveon‐file.Thisapplication,aswellasothergeneralinformation,isavailableon
theBoard’s“EDIInformation”sectionofitswebsite:
http://www.ptb.state.il.us/edi_info.htm.
Oncewehavereceivedthisapplicationandtheinformationisverified,ausername
andpasswordwillbeselectedandemailedtotheuser,andtheagencywillbe
configuredfortheBoardtoreceiverecordselectronically.ForEDItoworkproperly
atleastonepersonmusthave“signatureauthority”sothatdocumentscanbe
processed.Ifthecasearisesinwhichanagencydoesnothaveatleastasingleuser
withsignatureauthoritytheywillberevertedbacktoanon‐EDIor“paper”agency.
It’salsoimportanttonotethatonceyouragencyhasmovedtoEDIyouragency
shouldonlysubmitdocumentselectronically.UnlessotherwisedirectedtobyBoard
staff,aftersigningupforEDI,sendinginFORMEsintheoldpaperformatmaynot
updateEDIrecordsproperly.
EDI User’s Manual 3
LOGGING ONTO EDI TheeasiestwaytologontoEDIisclicking“E.D.I.”inthelowerrighthandcorner
fromtheILETSBmainpage(http://www.ptb.state.il.us)or,alternatively,going
directlytothelogonpage:https://www.ptb‐edi.state.il.us/login.asp.
EDILogonPage:
Tologontothesystemyousimplyneedtoenteryourusername(issuedbythe
Board)andpassword.
PopupsmustbeallowedforsomeportionsofEDItofunctionproperly.Amessage
statingthisisdisplayedonthefirstaccessofthesystem.Differentwebbrowsers
handlethisdifferentlybut,generally,youwillbepromptedanditisabestpractice
topermanentlyallowpop‐upsfromoursite.
IfyourrosterissignificantlyoverdueyoumaybesentdirectlytotheAgencyRoster
pageuponlogon.Ifyouseethisyourrosterisnotuptodatepleaseclickthe
“PreviousPage”buttontogototheMAINMENUandsubmitanyrequiredFORMEs.
4 Illinois Law Enforcement Training and Standards Board PASSWORD INFORMATION Whenyoufirstlogontothesystem,orwhenyourpasswordexpires,youwillbe
promptedtochangeyourpassword.Pleasefollowtheon‐screendirectionsatthat
time.Passwordswillexpireandneedtobechangedonceayear.
Yourpasswordmustbeatleast6characterslongandcontainatleastoneofeachof
thefollowing:anuppercasecharacter,alowercasecharacter,andanumber
character.
Ifyouhaveforgottenyourpasswordyoucanreceivethisinformationviaemailby
goinghere:https://www.ptb‐edi.state.il.us/lost_password.aspandfollowingthe
on‐screendirections.Youcaneitherenteryourusernameoremailaddressto
receivethisinformation.Allusageofthisformislogged.
MAIN MENU DESCRIPTION EDIMainMenu(themenumaydifferdependingonyourlevelofaccessandroleas
anEDIUser):
ElectronicFORME
AFORMEisthemainformtoprocesstoAdd,SeparationorChangeanindividual’s
employmentinformationforyourdepartment.Thisprocessiscoveredinsignificant
detaillaterinthisdocument(JumptoFORMEdetailssection).
EDI User’s Manual 5
FORMEReview
ThissectionisusedtoreviewrecentFORMEsubmissions.Youarealsoabletoadda
waivertoanexistingFORMEinprocess.Youcanonlyaddawaivertoanelectronic
FORMEfora
AgencyRosters
Thisdirectsyoutoalistingofyourcurrentrosterrecordsforyourdepartment.This
isalsowhereyoucansignyourrosterduringeachofthetwoannualverification
periods(presentlyJanuaryandJuly).Tosignyourrostersimplygotothissection,
click“LegallySign”andfollowtheonscreendirections.Thedateatthetopofthis
sectionwillbeupdatedtoreflectyoursignature.Ifthissectionisnotshowing
currentanduptodateinformationthenpleasegobacktothemainmenubyclicking
“PreviousPage”andprocessanyFORMEsthatarerequired(JumptoFORME
detailssection).Youcanalsochoosetoprintthisdocumentforyourrecordsby
clickingPrint(atthebottomofthelistingofemployees).Pleasekeepinmindthe
followingkeypointsregardingsigningyouragencyroster:
‐ Informationonthisrostermustbebothcurrentandaccuratebeforeyou
signthisdocument.
‐ Thissignatureisalegallybindingactthatensuresthattheinformationis
accurate.
‐ IfyouragencyhasPart‐Timestaff,thehoursthattheofficerhasworked,
forthe6monthperiodthatiscovered,mustbeenteredintheHoursfield.
FirearmsRoster
Thissectioniswhereyouwillenteryouryearlydatesforfirearmsqualifications.
Usethecommentssectionforanycaveatsyoumayhave(example:medicalor
militaryleave).Youcansavethisinformationasmanytimesasyouneedbutyour
agencyisrequiredto“LegallySign”thedocumentatleastonceacalendaryear.
WhenthishappensthedataistransferredtotheBoard’sinternalrecordsforreview.
Pleasekeepinmindthefollowingkeypointsregardingsigningyourfirearmsroster:
‐ Informationmustbebothcurrentandaccuratebeforeyousignthis
document.
‐ Thissignatureisalegallybindingactthatensuresthattheinformationis
accuratefortheperiodcovered.
ChangePassword
Youcanchangeyourpasswordasoftenasyoulike.Moreinformationandpassword
requirementsareavailableinthepasswordsectionofthisdocument.
CertifiedSites
Thissectionisadirectoryforinformationonboardcertifiedsitesthroughoutthe
stateofIllinois.
ListofAgencies
ThissectionliststhedifferentdepartmentsthroughoutthestateofIllinoiswith
contact,mapandsomedemographicinformation.
6 Illinois Law Enforcement Training and Standards Board AgencyInformation
Thissectionwillallowyouupdateyourlocationandcontactinformationforthe
Board.Youareabletosee,butnotedit,theinformationforotheragencieshereas
well.
Youcanalsocontrolthenumberoflinesprintedperpageonyouragencyrosterby
changingthe“LinesperRoster”section.Duetodifferencesinprinters,driversand
possibleconfigurations,itisimpossibleforEDItooffersupportforeveryprinterin
use.Thebestwecandoishelpyouadjustthenumberoflinesprintedperpage.If
theprinterprintstwopages,onefullandanotherwithonlyafewlines,decreasethe
number.Ifyouhavetoomuchwhitespaceatthebottomofthepage,increasethe
number.Formostusers25linesperpagesworkswell.
Ifyouhavesignificantprintingproblemspleasefeelfreetocontactus.
AdministratorFunctions
Thissectionallowsyoutoperformavarietyoffunctions.Itisdescribedindetail
belowintheAdministratorFunctionssection.
EDI User’s Manual 7
ELECTRONIC FORM E DETAILS TherearethreetypesofFORMEdocuments:Appointment,Separation,andStatus
Change.ALLFORMEdocumentsareprocessedovernight.Donotexpectthechanges
youhavemadetobeimmediate.
FORMEstartingpage:
Appointment
Usethistoaddanewemployeetoyourroster.Makesuretheinformationonthis
andthefollowingpagesisaccurate.Pleasealsofollowtheinformationontheside
panel(notdisplayedbelowduetosizeconstraints)duringthisprocessforaddition
informationaboutthisprocessaswellaswaiverinformation.
8 Illinois Law Enforcement Training and Standards Board FORMEAppointmentpage:
StatusChange
ThisisusedtoupdateILETSBofachangeinname,rank,oreducation.Thissection
isNOTforchanginganemployeefromParttoFulltime(orviceversa).For
informationregardingperformingthosekindsofchangespleaserefertopoint5of
theImportantReminderssection.
Separation
Thiswillremoveanofficerfromyourroster.Makesurethattherestofthispages
informationisaccurateoryouwillbepresentedwithanerrorstatingthatthe
personisnotcurrentlyemployedatyouragency.Ifyoureceivedthismessagein
errorpleasecontactus.
EDI User’s Manual 9
ADMINISTRATOR FUNCTIONS Thissectionallowsyoutoperformfunctionsthatmayhavebeenforgottenatan
earliertimeortoquicklyperformmanyofthefunctionsonEDI.
AdministratorFunctionspage:
Asyoucanseefromthispageyoucangetaquicksnapshotofanythingthatneedsto
besigned.IfyouhavebeennotifiedbytheBoardthatyouneedtologonandsign
somethingthenthisisthecorrectplacetogo.Italsoallowsforthequicksigningof
multipleFORMEsatasingletime.
IMPORTANT REMINDERS Thesetopicshavebeencoveredthroughoutthismanualbutpleasekeepthesein
mindwhenyouuseEDI:
1)
ALLFORMEdocumentsareprocessedovernight.Donotexpectthe
changesyouhavemadetobeimmediate.Ifyouhavemadechanges
andthosechangeshavenotbeendisplayedinEDIaftermorethan
onedaythenchecktheAdministratorFunctionssectiontoseeif
youhaveanythingthatisnotsigned.Ifyoucontinuetohave
problemspleasecontactus.
2)
OnceyouareanEDIagencyit’simportant,unlessinstructed
otherwise,toprocessallFORMEdocumentsthroughEDI.Ifyou
processdocumentsanyotherwayitislikelythatEDIwillnotbe
updatedandwillbecomeoutofdate.Ifthishappensyouwillneed
tocontactustogettherecordsupdated.
10 Illinois Law Enforcement Training and Standards Board 3)
4)
Ifthecasearisesinwhichanagencydoesnothaveatleastasingle
userwithsignatureauthoritytheywillberevertedbacktoanon‐
EDIor“paper”agency.Theywillthenreceiveapaperpacketinthe
mailduringthecertificationperiods.
PopupsmustbeallowedforsomeportionsofEDI.Amessage
statingthisdisplayedonthefirstaccessofthesystem.Different
webbrowsershandlethisdifferentlybut,generally,youshouldbe
promptedanditisabestpracticetopermanentlyallowpop‐ups
fromoursite.
5)
Ifyouneedtochangeanemployeefromfulltoparttime(orpartto
fulltime),ortoacompletelydifferentbranch(Example:Law
EnforcementtoCourtSecurity),youwillneedtoentertwoFORME
documents.Thefirstwillbeaseparationfromtheoldpositionand
thesecondwillbeanappointmenttothenewposition.Itis
PARTICULARLYIMPORTANTthat,whileyoucanenterboththese
FORMEsatthesametime,youmustchoosedifferenteffective
dates(example:separationdateof7/20/2011andanappointment
date,inthiscaseconsecutively,on7/21/2011).Ifbotheffective
datesarethesametheFORMEswillnotprocesscorrectly.
6)
Ifyouhaveanemployeeatyourdepartmentperformingtwo
differentroles(example:deputysheriffandcorrectional)theywill
appearonyourrostermorethanonce–dependingonthenumber
ofrolestheyhave.
ILETSB CONTACT INFORMATION PleasecontactILETSBat217‐782‐4540withanyproblemsyouhave.Youcanalso
[email protected],emailisthequickestresponse.
TheBoard’swebsiteisatlocatedatwww.ptb.state.il.us.