(EDI) User`s Manual - the Illinois Law Enforcement Training and
Contents
1. example separation date of 7 20 2011 and an appointment date in this case consecutively on 7 21 2011 If both effective dates are the same the FORM Es will not process correctly If you have an employee at your department performing two different roles example deputy sheriff and correctional they will appear on your roster more than once depending on the number of roles they have ILETSB CONTACT INFORMATION Please contact ILETSB at 217 782 4540 with any problems you have You can also email IT Staff at ptb edi illinois gov For IT Staff email is the quickest response The Board s website is at located at www ptb state il us2. eriods presently January and July To sign your roster simply go to this section click Legally Sign and follow the on screen directions The date at the top of this section will be updated to reflect your signature If this section is not showing current and up to date information then please go back to the main menu by clicking Previous Page and process any FORM Es that are required Jump to FORM E details section You can also choose to print this document for your records by clicking Print at the bottom of the listing of employees Please keep in mind the following key points regarding signing your agency roster Information on this roster must be both current and accurate before you sign this document This signature is a legally binding act that ensures that the information is accurate Ifyour agency has Part Time staff the hours that the officer has worked for the 6 month period that is covered must be entered in the Hours field Firearms Roster This section is where you will enter your yearly dates for firearms qualifications Use the comments section for any caveats you may have example medical or military leave You can save this information as many times as you need but your agency is required to Legally Sign the document at least once a calendar year When this happens the data is transferred to the Board s internal records for review Please keep in mind the following key points regarding signing your firearms rost
3. Illinois Law Enforcement Training and Standards Board Electronic Data Interchange EDI User s Manual i ce Officer is an Effective AT 5 22 22 el Za A A Dy BOARD y 2013 Office of Information Technology EDI User s Manual lg Table of Contents PEPEPEPE E E ATE AEA AAE A AAT 2 SIGNING UP FOR EDI ssssssssssssssssssssssssssnsesesnsnenenenssnsssueneusuauavauaeeseesscseacecesesaenenenenenevevsusususuauavavsesseseens 2 LOGGING ONTO EDI rnnt nnne nnns tette tee tene nene nn inihi Rena Rana aate 3 PASSWORD INFORMATION 4 MAIN MENU DESCRIPTION sssssssssssssssssssesesssnsnsnsnsssnsnssensususuauauausesesesensessncecesesaenenensnsuensvessusueuauauavsnaess 4 e EHE ae E D DENN MEME 6 ADMINISTRATOR EU NGCTFIO NS rere eaa tetra edente a et kd ce eee atra aene 9 IMPORTANT REMINDERS sssssssssssssssssssssesesssnsnenenensnsnsnenensusuauauaususesesssscscaeaasasneneneneneneseseueuauauavarauatss 9 ILETSB CONTACT INFORMATION s sssssssesssssssssssssssssnsnsnauauaususesesssscssncecesesnenenenenssssusssssusuauavanseseats 10 2 Illinois Law Enforcement Training and Standards Board INTRODUCTION Welcome to the Electronic Data Interchange EDI EDI is used to electronically transmit and legally sign personnel additions changes dele
4. ant printing problems please feel free to contact us Administrator Functions This section allows you to perform a variety of functions It is described in detail below in the Administrator Functions section EDI User s Manual ELECTRONIC FORM E DETAILS There are three types of FORM E documents Appointment Separation and Status Change ALL FORM E documents are processed overnight Do not expect the changes you have made to be immediate FORM E starting page Illinois Law Enforcement Training amp Standards Board Electronic Data Interchange A Tried Of TRAINED Indicate the purpose of the Form E OUT OF STATE Status Change Name Rank and Education Only Separation EnforcemenvCorrectional waiver all forms must be filled out and signed on paper and mailed in for processing Enter the officers SSN enter numbers only no dashes Indicate the type of employment Law Enforcement Correctional Auxilliary Full and Part Time Other Select the appropriate option Full Time Part Time Auxilliary w Firearms Auxiliary w Conservator of Peace Power Continue Previous Screen Appointment Use this to add a new employee to your roster Make sure the information on this and the following pages is accurate Please also follow the information on the side panel not displayed below due to size constraints during this process for addition information about this pr
5. er Information must be both current and accurate before you sign this document This signature is a legally binding act that ensures that the information is accurate for the period covered Change Password You can change your password as often as you like More information and password requirements are available in the password section of this document Certified Sites This section is a directory for information on board certified sites throughout the state of Illinois List of Agencies This section lists the different departments throughout the state of Illinois with contact map and some demographic information n Illinois Law Enforcement Training and Standards Board Agency Information This section will allow you update your location and contact information for the Board You are able to see but not edit the information for other agencies here as well You can also control the number of lines printed per page on your agency roster by changing the Lines per Roster section Due to differences in printers drivers and possible configurations it is impossible for EDI to offer support for every printer in use The best we can do is help you adjust the number of lines printed per page If the printer prints two pages one full and another with only a few lines decrease the number If you have too much white space at the bottom of the page increase the number For most users 25 lines per pages works well If you have signific
6. ill expire and need to be changed once a year Your password must be at least 6 characters long and contain at least one of each of the following an upper case character a lower case character and a number character If you have forgotten your password you can receive this information via email by going here https www ptb edi state il us lost password asp and following the on screen directions You can either enter your username or email address to receive this information All usage of this form is logged MAIN MENU DESCRIPTION EDI Main Menu the menu may differ depending on your level of access and role as an EDI User Illinois Law Enforcement Training amp Standards Board Flectronic Data Interchange A Trained Offices an Of Agency Rosters Change Password Electronic FORM E A FORM E is the main form to process to Add Separation or Change an individual s employment information for your department This process is covered in significant detail later in this document Jump to FORM E details section EDI User s Manual H FORM E Review This section is used to review recent FORM E submissions You are also able to add a waiver to an existing FORM E in process You can only add a waiver to an electronic FORM E for a Agency Rosters This directs you to a listing of your current roster records for your department This is also where you can sign your roster during each of the two annual verification
7. ocess as well as waiver information 8 Illinois Law Enforcement Training and Standards Board FORM E Appointment page Electronic Form E Bucci Heights Police Dep First Name Date of Birth List Prior Last Names Used If Different Than Last Name Le Name at Birth or Maiden Name Race African American High School Asian Pacific Islander Some College Caucasian White Associates Degree Hispanic Bachelors Degree Native American Masters Degree Doctorate Rank Classification Date of Appointment This individual s previous service as peace correctional officer was with agency Name of Agency Date Hired mm dd yyyy Separation Date mm dd yyyy APPOINTMENT INFORMATION Completion of LETSB Certified Enforcement Basic Training Course Correctional Basic Training Course Part Time Basic Training Course Mandatory Firearms Training Course Trained state of Ili or Federal Law Enforcement Corrections jTrained Out Of State jThe above named person has NOT satisfied the basic training requirements Status Change This is used to update ILETSB of a change in name rank or education This section is NOT for changing an employee from Part to Full time or vice versa For information regarding performing those kinds of changes please refer to point 5 of the Important Reminders section Separation This will remove an officer from your roster Make sure that the rest of this pages inf
8. ormation is accurate or you will be presented with an error stating that the person is not currently employed at your agency If you received this message in error please contact us EDI User s Manual ADMINISTRATOR FUNCTIONS This section allows you to perform functions that may have been forgotten at an earlier time or to quickly perform many of the functions on EDI Administrator Functions page Y Illinois Law Enforcement Training amp Standards Board Electronic Data Interchange A Trained Officers an Off Administrative Functions For Bucci Heights Police Dept 6 Form Es to sign Submit Waivers Submit Agency Roster Your roster is due to be signed Copyright 2003 2011 ILETSB ILETSB Privacy Statement Web Accessibility Questions or Comments As you can see from this page you can get a quick snapshot of anything that needs to be signed If you have been notified by the Board that you need to log on and sign something then this is the correct place to go It also allows for the quick signing of multiple FORM Es at a single time IMPORTANT REMINDERS These topics have been covered throughout this manual but please keep these in mind when you use EDI 1 ALL FORM E documents are processed overnight Do not expect the changes you have made to be immediate If you have made changes and those changes have not been displayed in EDI after more than one day then check the Administrator Function
9. ptb edi state il us login asp EDI Logon Page Illinois Law Enforcement Training amp Standards Board Flectronie Data Interchange O Username username Password ee A This Website Is Restricted Before contacting ILETSB please make sure that you have completed the registration process available on the EDI Information page Forgotten Password IF YOU HAVE ANY PROBLEMS LOGGING ON PLEASE TRY THE FORGOTTEN PASSWORD BUTTON For problems please contact the ILETSB IT Dept at 217 782 4540 or via email at To log onto the system you simply need to enter your username issued by the Board and password Popups must be allowed for some portions of EDI to function properly A message stating this is displayed on the first access of the system Different web browsers handle this differently but generally you will be prompted and it is a best practice to permanently allow pop ups from our site If your roster is significantly overdue you may be sent directly to the Agency Roster page upon logon If you see this your roster is not up to date please click the Previous Page button to go to the MAIN MENU and submit any required FORM Es 5 Illinois Law Enforcement Training and Standards Board PASSWORD INFORMATION When you first log onto the system or when your password expires you will be prompted to change your password Please follow the on screen directions at that time Passwords w
10. s section to see if you have anything that is not signed If you continue to have problems please contact us 2 Once you are an EDI agency it s important unless instructed otherwise to process all FORM E documents through EDI If you process documents any other way it is likely that EDI will not be updated and will become out of date If this happens you will need to contact us to get the records updated Eg Illinois Law Enforcement Training and Standards Board 3 4 5 6 Ifthe case arises in which an agency does not have at least a single user with signature authority they will be reverted back to a non EDI or paper agency They will then receive a paper packet in the mail during the certification periods Popups must be allowed for some portions of EDI A message stating this displayed on the first access of the system Different web browsers handle this differently but generally you should be prompted and it is a best practice to permanently allow pop ups from our site If you need to change an employee from full to part time or part to full time or to a completely different branch Example Law Enforcement to Court Security you will need to enter two FORM E documents The first will be a separation from the old position and the second will be an appointment to the new position It is PARTICULARLY IMPORTANT that while you can enter both these FORM Es at the same time you must choose different effective dates
11. tions and firearm qualification dates relating to your department to the Illinois Law Enforcement Training and Standards Board hereby known as the Board SIGNING UP FOR EDI To sign up for EDI the Board will need to have a signed application mailed to us to have on file This application as well as other general information is available on the Board s EDI Information section of its website http www ptb state il us edi info htm Once we have received this application and the information is verified a username and password will be selected and emailed to the user and the agency will be configured for the Board to receive records electronically For EDI to work properly at least one person must have signature authority so that documents can be processed If the case arises in which an agency does not have at least a single user with signature authority they will be reverted back to a non EDI or paper agency It s also important to note that once your agency has moved to EDI your agency should only submit documents electronically Unless otherwise directed to by Board staff after signing up for EDI sending in FORM Es in the old paper format may not update EDI records properly EDI User s Manual LOGGING ONTO EDI The easiest way to log on to EDI is clicking E D I in the lower right hand corner from the ILETSB main page http www ptb state il us or alternatively going directly to the logon page https www
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