downloading, Installing And Using Cpeftp
Contents
1. Because of this algorithm a file should not be named more than every nine seconds If more than one file is sent with the same name then the latter file will overwrite the prior file Once sent the application will move you to the FTP tab the file name will be displayed in the gray area of the screen The FTP log will display the status of the file transmission Upload Successful or Upload Failure ida A EN Srta Vol 15 If the transmission failed you should check their Internet connection and try to send the file again If the transmission still fails you should try again in about 30 minutes the DBPR FTP server may be down If the problem persists then you should contact the Bureau of Education amp Testing After the file has been received by DBPR an Email will be sent to you using the Email address on the EOF Record Record Type 5 The Email will notify you that the file has been received and the total amount of records that were received You should check the total amount received by DBPR and the total that you sent to ensure that the amounts match If the file was transmitted and an Email was not received within 30 minutes or the total amount received was not correct you should contact the Bureau of Education amp Testing Once sent the old file will be displayed on the Reports screen To create a new file select File on the toolbar option and select New This will clear the Reports screen and ready t2. Course Name length 60 Numeric and Uppercase Letters DAPR OPE Repertory Ioil APPEATS ING PORMERCTAL PROPERTY FILES FEAL P FLORIDA LANUS HOR TO INVEST HOR TO FELL SAME LAHI RADIANT GAYE TO BELL HORE HEAR TORREY POINT ESTATE AMP HAVE TIME TU GOLF 12 REPORTS TAB Next build the file using the Reports tab The Reports tab creates the Provider Continuing Education Attendance File If the screen buttons are not displayed select File toolbar option and select New 1 Add your provider information to the report Your provider information will be displayed to the right of the Provider Record lt 1 gt button this is the information that was entered on the Provider tab screen Click on the Provider Record lt 1 gt button 2 Add the course information to the report This is the information that was entered on the Courses tab screen 1 Select a Course Number and Course Title from the pull down menu 2 Select the date that the course ended from the pull down menu 3 Click the New Course Record lt 2 gt button 3 Add an Occupation and Title This is the information that was entered on the Occupation tab Select an Occupation and Title from the pull down menu The occupation code and the title of the occupation is associated with the attendee s license and is usually the first two letters of the license number 4 Add the attendee s license number and name 1 Enter the attendee s license number 2 Enter the attendee
3. Format Overview The file is the information that you will be submitting to the department It contains information that will identify you are the provider the courses that were taught and the licensees that attended your course There are also built in error correction tools to reduce transmission errors and allow the department to respond quicker to any problems that are found The information you submit to the department will be displayed as lines on your screen Each line will have a number in front of it indicating what it represents We refer to these line numbers as the record Type There are five different record Types 1 identifies the provider 2 identifies the course 3 identifies the attendees 4 identifies the number of attendees in the course 5 identifies the number of records on the file Different courses and their attendees could be on a single file total number of record Types 1 4 All files sent to the department will contain only one record Type 1 and one record Type 5 Please note that you may submit multiple courses on each file If you choose to do this you will need to create a separate record Type 4 for each class you are reporting Listed below is an example of a file that could have been sent by a provider An explanation of the file follows the record example Type 1 11234567ABC Education Consultants 1234 Type 2 2765432103 31 2000Construction101 Type 3 3CB 0059036Smith John Type 3 3CS 0004021Smith
4. aaa 10 OCCUPATION TAB The Occupation tab adds or deletes the Occupation information This information will show on the Reports screen as a Record Type 3 The information entered is saved so you will only need to enter this information once 1 Enter the licensee s Occupation Code 2 Enter the name of the licensee s Occupation 3 Click Add Occupation to List DAPR OPE Peportg Ioil CONSULTANT a CONSULTANT DOCTOGAL DEGREE CONSULTANT ENGINEER CONSULTANT INDUSTRIAL HYOIEHIET CONTRACTOR BADBEP ASSISTANT BARRER COLLEGE BARKER SCHOOL BARRE SHOF WDY WAFER BLIID CIDE AEIHIETRATIE CENTRALIGE EMBALHIMS FACILITIES CERT DNDERSEQUNS UTILITY EXCAY COSTA CERTIFIED AIR CONDITIONING CONTRACTOR CERTIFIED ALARH 3YSTER CONTRACTOR I CERTIFIED ALARH SYSTER CONTRACT R 11 CERTIFIED BELELDIRG CONTRACTOR CERTIFIED Gis LIKE SFECTALTY CONTRACTOR IA AF Ry TP Ed IA CI BE Ei BE a AS no EU FA cn CA EF E co cz Oscupations File is ordered by Occupation Tithe Ecouoci le in Az fio de wre 6809 Geo n lon Je ee ee eee 11 COURSES TAB The Courses tab adds or deletes the Course information This information will show on the Reports screen as a Record Type 2 This information will also be saved so you will only need to enter this information once 1 Enter the Course Number 2 Enter the Course Name 3 Click Add Course to List Field attributes Course Number length 7 Numeric
5. records on the entire file including the type 5 EOF record is 16 and the confirmation Email address is emailaddress com The provider should report all of the attendee s licenses if the course satisfies CE requirements for multiple licenses For example John Smith and Nancy Conner attended the first class but John Smith submitted two license numbers He submitted both numbers because this class satisfied a CE requirement for each of his contractor licenses The department can now give him attendance credit for each license If the Provider Continuing Education Attendance File is not formatted correctly the Bureau of Education amp Testing will notify the provider Education amp Testing will work with the provider to correct the problem After three incorrectly formatted production files the department will review the provider s file transfer history and possibly make recommendations for action against the provider Sending the file There are three options that you have to choose from as far as submitting your attendance files The first one option 1 uses the software we just downloaded to create and send the attendance file The second option 2 option requires you to make a program to create the attendance file and then use our software to send it Finally option 3 you may choose to create and send FTP the file without the DBPR software Option 1 This option offers a step by step method of building and sending the file The a
6. s First Name MI and Last Name 3 Click the Attendee Record lt 3 gt button 5 Add the number of licenses for the course This number should correspond to the number of licenses reported 1 Enter the amount of type 3 records following the course record 2 Click the End of Course Record lt 4 gt button 6 Add the EOF End Of File record The EOF record is always the last record on the file The program will automatically calculate the correct amount of records The EOF amount will be the number of records on the entire file including the EOF record Click the EOF Record lt 5 gt button Pile FTP OP Sate Pelo rr PEE Repeats Casnar ocupen Prosas Pida Miei hain OR a lmi s Loman jenni k e m Pin saca ty Regatry aa ret oman Ae E Eten Psoe aros 13 The records displayed on the Reports screen can be cut moved or deleted by using the right mouse button Highlight the record in the report to be edited and press the right mouse button To insert a Cut record highlight the record below the desired insert position and Paste the record Records can be added and inserted into the report by clicking the Select Insert Mode button on the Reports screen The mode Insert or Add can be viewed at the bottom right of the report screen The Add mode will place selected record types at the bottom of the report This is the usual mode that you should u
7. After the file has been received by DBPR an Email will be sent to you using the Email address on the EOF Record Record Type 5 The Email will notify you that the file has been received and the total amount of records that were received You should check the total amount received by DBPR and the total you sent to ensure that the amounts match If the file was transmitted and an Email was not received within 30 minutes or the total amount received was not correct you should contact the Bureau of Education amp Testing You can correct files that have already been sent to the DBPR The file must be corrected and resent in the same day Transmitting a file with the same name will cause the subsequent file to overwrite the prior file If you need help sending the file help is provided using the Help tool bar option 19 Option 3 If you choose to create and to send the electronic attendance file Provider Continuing Education Attendance File without using the application that is provided then specific instructions must be followed The file must be created using the file formatting and file naming instructions in Option 2 Once the file has been created the file must be sent to DBPR using the following FTP IP address ID and Password ID amp Password are case sensitive Dbprftp state fl us dbprven iPaf4u After the file has been received by DBPR an Email will be sent to you using the Email address on the EOF Record Record Type 5 Th
8. Character 73 Receipt of file notification Email address The file naming convention is that the file name must begin with the provider number followed by an underscore _ followed by a seven digit number followed by TXT Example 1234567 _9296147 TXT The correct file name is necessary in order to be processed on the DBPR s FTP server Each file sent must have a different name Changing the last seven digits of the file name can create a different file name If more than one file is sent with the same name then the latter file will overwrite the prior file Select the FTP tab Next select FILE from the tool bar option and click on OPEN This will bring the selected file into the application and display the name in the gray area of the screen When the desired file is displayed in the gray area of the FTP screen from the tool bar option select file and click on SEND This will automatically transmit the file DBPR FTP server The application will perform limited edit checks It will check to make sure that the record types are in the correct sequence and that the amount in the course control records is correct PY OPP PT Toa fis FTP pie Deum iden ETE Penin eames Deman reale CREE PE De File e PI DL Fa COMP DEEE m m Piru PTA F imi A e a N ITEC ERIE SE PR IN era Ys Enter ad Prien AEP area c PE sai JE Cozi o Post E A 18 Once the file has been sent the FTP log will display the status of the transm
9. Florida Departmentof Division of Service Operations i Bureau of Education amp Testing we cs Q Continuing Education Correspondence 1940 North Monroe Street Pro o na Tallahassee Florida 32399 1046 egulation Phone 850 921 8582 Fax 850 922 2316 Ken Lawson Secretary Rick Scott Governor Downloading Installing and Using CPEFTP AA LICENSE EFFICIENTLY REGULATE FAIRLY WWW MYFLORIDALICENSE COM VI VII VIII TABLE OF CONTENTS Jal gels Ole c s zace at Pe copierea eee ae ti N loa ta ia aie 3 FREGUIFEIMOGMIS sie a ces cued datate 2 ca a anu la Da ae 4 Downloading Software me nene 5 File Format Overview mm eee eee ee rene 7 Option states gece RI IER Pa E a e MRI RR a RC Rae tac Saat NEI DEE 9 ODIOM 2 tase PE IE IE tite eae a Sa Ce IC DE IO ERE e A 16 Ds a e ie aa E ba ine d A Aa aloe O ate a Da 19 Test File Procede iu ei ee 20 Pass Code Procede alle a a t 20 INTRODUCTION Chapter 455 Florida Statutes now requires the Department of Business and Professional Regulation DBPR to monitor all continuing education activities of licensees As a result providers will now be required to submit student rosters electronically to the department This will allow the department to monitor the continuing education practices of our licensees and lead to 100 compliance for all continuing education requirements As you already know if proof of required continuing education is not submitted prior to the r
10. John Type 3 3CB 0000109Conner Nancy Type 4 40003 Type 2 2234567804 01 2000Construction510 Type 3 3CB 0006780Johnson John Type 3 3EC 0000098Johnson John Type 3 3EY 0000187Garrett Greg Type 4 40003 Type 2 2234567904 02 2000Plumbing and Wiring Type 3 3CB 0059036Smith John Type 3 3CB 0006780Johnson John Type 4 40002 Type 5 50016emailaddress com please note the bold faced print will not be on the report itself There is one provider record Type 1 from ABC Education Consultants provider numbers 1234567 with the pass code 1234 There are three course records Type 2 ABC Education Consultants is submitting three courses entitled Construction 101 course number 7654321 Construction 510 course number 2345678 and Plumbing and Wiring course number 2345679 These courses were given on 3 31 2000 04 01 2000 and 4 02 2000 respectively There are eight attendee records Type 3 Construction 101 course number 7654321 had three attendees Construction 510 course number 2345678 had three attendees Plumbing and Wiring course number 2345679 had two attendees There are three course control records Type 4 Construction 101 course number 7654321 total attendee amount is three Construction 510 course number 2345678 total attendee amount is three Plumbing and Wiring course number 2345679 total attendee amount is two There is one EOF End OF File record Type 5 The total amount of
11. e Email will notify you that the file has been received and the total amount of records that were received You should check the total amount received by DBPR and the total you sent to ensure that the amounts match If the file was transmitted and an Email was not received within 30 minutes or the total amount received was not correct you should contact the Bureau of Education amp Testing You can correct files that have already been sent to the DBPR The file must be corrected and resent in the same day Transmitting a file with the same name will cause the subsequent file to overwrite the prior file 20 Test File Procedure All providers who wish to send a test file must use the common provider number 9999999 and common pass code 9999 The file can be created and sent using Option 1 Option 2 or Option 3 You will receive an Email confirmation message informing you that the file has been received by DBPR Pass Code Procedure PURPOSE To ensure information received from providers is valid and accurate and that information is only disseminated to the proper persons SCOPE This applies to all continuing education providers and staff of the Division of Professions DBPR REFERENCES Chapter 455 Florida Statutes and Rule 61 6 015 Florida Administrative Code DEFINITIONS a Provider A person or entity approved by a board council or department to conduct continuing education courses b Authorized representative or contact pe
12. enewal of the license the licensee may be denied renewal The new reporting system that we have implemented not only helps to prevent errors when submitting information to the department but it also offers a much quicker response time if an error is detected You will receive confirmation within five minutes that the records were received safely You also will be quickly and accurately informed if any errors occurred when the records are processed and how to correct them Each provider must send an electronic attendance file to the DBPR This file is referred to as the Provider Continuing Education Attendance File Pursuant to Section 455 2178 1 Florida Statutes continuing education providers must electronically submit licensee course completion information to the department no later than 30 calendar days thereafter or within 10 business days is the course is completed the same month of a licensee s expiration date The law does not provide an exception or waiver to the reporting deadline All education including post licensing courses must be reported to the department The provider has three options for creating and sending files Option 1 is to use the DBPR application to create a file and to send the file Option 2 is to use other software to create the file and then to use the DBPR application to send the file Option 3 is to use other software to create the file and then to use other hardware to send the file Approximatel
13. he application to save the report file as a new file giving ita new name You can correct files that have already been sent to the DBPR The file must be corrected and resent in the same day 1 Open the old file in the Reports screen 2 Make the necessary modifications to the report file 3 Select FTP toolbar option and select Send File The file will be retransmitted with the same name overwriting the prior file If you need help entering data into the screens or understanding the process of creating the file help is provided using the Help tool bar option 16 Option 2 If you choose to create the electronic attendance file Provider Continuing Education Attendance File without using the application provided then specific file specifications must be met Once the file has been created it can be sent to DBPR s FTP server using the application provided The file must be a fixed length 78 character file The file must be saved as a TEXT file extension txt Record Type 1 Provider Record There is only one provider record per file In Space s Data Type 1 Record Type Character 1 Will always be 1 2 8 Provider Numeric 7 digit provider number i e Number 1234567 Provider Name Character CAPS 45 Name of Provider Remember that blanks count as spaces too 54 57 Provider Pass Numeric 4 digit pass code Code 58 63 Application Character Will always be V21030 Version Number 64 78 Record Ty
14. ission Upload Successful or Upload Failure FEP Feces Corra Decir Pare nome in DPR ETP Las y ron ber of CADERA PP Dede Fi So See ini Lo eS E be LE il ban Ca La banci CEA Cal AAA 1 06 06 Pd Ari arene sa Slopres 00 DE TI TEW Pe ip Fete dl A 1511 Fii n core to DOA FIPS Suba emi aid al CADERA FT PS Lal Fiaa Vee CE ld lo SS Se la Taniacion Sa iarba 25 04062001 1 1919 Pi 1 Irene Shope GF A 1 12 i l Pp picada ica CA OO A 4 Dal Pi in comect to DEPA FTP ae Aida ad O AAA FT PA sar Pis AAA RA et a SS OA td flraraacton Siete 05 040112009 53717 4 Tarata EI decor e a AO A di pices Dic OL OO ee r pi On correct in DEPA FI P Gin Parra ieg apio a CEPA FT Po Fhad iE SSP DEL ee to AAA 0410 aa N parea bear Sheiad 0 04712000 551 15 404 Tiros Sine e Ca OO 9 01 14 dub Ul pied Surcos pu OT 0 OO AZ de incre bo DEFRA FTF ie api picas al PAT Pee Pisa OEA 154117 basi ho STF ht Iarna Shorted Ge 0471120000 11 95 27 dipl Tao ee at ei MAE eee pied uc DA A a 43 A De pirn le DEPFRFTP Gie ACAH p EI cae Larei EEEE St bo EEEH SESS iki lote ca 04 14 2005 1 54 Pd paleta Sip 8 04711 2001 1 50 40 Fii picas Serco 0019 200 0901 54 57 P sl cil If the transmission fails you should check your Internet connection and try sending the file again If the transmission still fails you should try again in 30 minutes the DBPR FTP server may be down If the problem persists then you should contact the Bureau of Education amp Testing
15. pe 2 Course Record There will be a separate course record for each course In Space s Data Type 2 8 CourseNumber Numeric 7 7 digitcourse number 19 18 Date MM DD CCY Y ie 12 01 2001 19 78 Course Name Character aw Name of Course Remember that blanks count as spaces too Record Type 3 Attendee Record For each course record there must be an attendee record Attendee records always follow the course record to which they are related In Space s Data Type i RecordType Character 4 Will always be 3 2 4 Occupation Character CAPS Type of license i e CB VM CAM BK SL etc Character CAPS 10 character license number 15 59 Character CAPS Last First Middle 1 e Smith John 60 78 Spaces 17 Record Type 4 Course Control Record For each course there must be a course control record Course control records should always follow the attendee records In Space s Data Type i Record Type Character 1 Will always be 4 2 5 Number of Numeric Number of Attendees for one course Attendees 6 78 Spaces Character 73 Spaces S Record Type 5 EOF End of File Record There is only one EOF End of File record per file The EOF record is always the last record on the file In Space s Data Type gt Record Type Character __ Will always be 5 2 5 Number of Numeric 4 Total number of records on the file records on the including the EOF record file e address
16. person is made the authorized representative contact person will be verbally given the pass code 21 If the request is for the issuance of a new pass code the Bureau of Education amp Testing will delete the previous pass code and a new number will be issued by mail to the provider within three working days If an Email address or fax number is included on the provider application this will be done via Email or fax It is imperative that providers keep their applications current with the Bureau of Education amp Testing If changes to any information on the application are made the provider must immediately submit the changes to the Bureau of Education amp Testing Pass codes will only be issued to those listed as an authorized representative contact person on the application FYI The installation process creates the Folder DBPRFTP in computer s C drive double click on the My computer icon to find the C drive If you click on this folder you will see the following sub folders e Date Files Attendance files should be saved in this folder e Manuals Contains user manual e Master Files e Uninstall Used to uninstall program Do not rename or alter these folders Notes 22
17. pplication will edit the data to ensure that the file is in the proper format and sequence The application has five tabs Provider Occupation Courses Reports and FTP The Occupation and Courses tabs will serve as an archive Once you correctly enter the information you will not need to do it again The following is a description of each tab how they work and what the field attributes are character limitations both length and content To get started enter the Provider information PROVIDER TAB The Provider tab adds or changes your Provider information This information will show on the Reports screen as a Record Type 1 There can be only one Provider record at a time 1 Enter the provider s Provider Number 2 Enter provider s Provider Name 3 Enter the provider s Pass code 4 Enter the provider s Email Address 5 Click on Update Provider Information Field attributes Provider Number length 7 Numbers and Uppercase Letters only Provider Name length 45 Numbers and Uppercase Letters only Password length 4 Numbers only Email Address length 73 Numbers and Uppercase Letters and Lowercase Letters Note none of the fields may contain special characters Ex 4 ELI reai EE al izi ma FPE i fa Pee re Papas Caains Dossi Fasia eri 7 eB NEAL CETATE SCHOOL red eb mia tip Usdas Prrridas ier Coca bon Liodes Sci be Pele cd ru mare PE a o Eine a cea r sorna di poe lire QAF ar
18. rson The person listed in the provider application to act on behalf of the provider This person must sign the application as either the authorized representative or contact person POLICY Pass code information will only be released to authorized representatives or contact persons for the provider PROCEDURES Upon approval as a continuing education provider the department will assign the provider a pass code This pass code must be used each time course information is electronically transferred pursuant to Rule 61 6 015 Florida Administrative Code and the board council rules under which the approval was obtained If the provider is unable to remember the pass code or wishes to change the pass code the provider must submit a written request to the Bureau of Education amp Testing This can be done via mail fax or Email The written request must indicate whether the provider wants a new pass code or just needs its existing pass code The authorized representative or contact person for the provider as indicated on the provider application must be identified on the request Requests from any other individuals will be denied If the request is to release the previously assigned number the Bureau of Education amp Testing will within three working days contact by phone the authorized representative contact person for the provider at the telephone number listed on the application Once contact with the authorized representative contact
19. se to create the report The Insert mode will insert selected record types at various positions within the report Click Select Insert Mode button to put the report into Insert mode Highlight the record below the desired insert position Enter the information records 1 5 Click on the corresponding button to move the information to the report S 1 2 3 4 During the report creation process the application can save and name the report file at certain timed intervals Select the Setup tool bar option and then select Timer to set the timer to the desired time interval Turning the timer to zero 0 will turn off the timer The timer is helpful in saving the report file in case of sudden computer shutdowns It is recommended that the timer be kept on The report file can be saved and automatically named at any time during the report creation process by selecting File tool bar option and clicking Save Finally once the report is complete you are ready to send the report file Select FTP tool bar option and send the report file When the file is sent the application will name the file if it has not already been named and save the file in the C Dpbrftp Data Files directory The file s name begins with your provider number followed by an underscore _ followed by a seven digit number The application determines the seven digit number which is based on a time of day algorithm example 1234567_9296147 TXT
20. y 90 of all providers prefer to use Option 1 This document covers information on e System requirements e The location of the application download on the DBPR website e File format overview e Test file procedures e Option 1 e Option 2 e Option 3 e Pass code procedure If the provider has any additional questions they should contact the Bureau of Education Testing REQUIREMENTS e Working knowledge of the PC specifically creating folders naming files saving files and retrieving files System Requirements e Windows 95 98 NT ME 2000 Vista or 7 e Connection to the Internet e 30 megabytes of free disk space on the C drive e Macintosh users can only use the option of creating amp sending file without DBPR software Js for downloading the reporting tool Go to http www MyFloridaLicense com Select Doing Business With Us from the top menu Select Education and Testing Services from the menu On the left hand side of the screen select Providers Instructors Select Provider Continuing Education Download Software Man This will initiate a download process please follow the onscreen prompts you receive and install the program on your computer diste 5 EI Ei Hiro Peres Word jiach Poe read Flavor PEE za ea Installation is now complete There will now be a new shortcut on your desktop Double click the CPEFTP icon to run the application Cpeftp Ink a Z File
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