Entity Profile Modifications:
With the January 10th deadline for updating EPC entity profiles fast approaching, the ability to track profile updates is important. This is particularly true for consortia and libraries whose applications will rely on associated school and/or school district data (and for consultants serving multiple clients). USAC provides two tools for tracking entity updates, neither of which appears to work flawlessly.
On an entity-by-entity basis, EPC is designed to maintain a record of “Modifications” available to those with the proper user permissions. When it works, as illustrated in the example below, the Modifications tool shows a record of changes, either by the user or by USAC’s “System,” as far back as 2015. (Note that in this example, the most recent update was a result of a bulk upload of USAC-generated entity changes made last November based on PIA review of FY 2017 applications.)
Hint: To more easily track user changes over time, provide truly descriptive nicknames.
Unfortunately — most frequently in our experience — the “Modifications” records shown are blank (or occasionally indicate “No items available”) even when profiles have been recently updated.
A better tracking tool is the non-EPC Entity Download Tool. This tool generates an Excel file of entity data on a state-by-state basis. The initial download, listing all of a state’s entities, is unwieldy for individual applicant use, but can be focused more precisely using Excel’s filtering capability (e.g., selecting only the district name in the Parent Entity Name column). The following is an example of the tool’s display (hiding Col. G-CL) for a small district.
A major advantage of this tool is that it includes all entities. There are, however, several limitations including:
- Only the “Last Updated Date” (Col. CN) is shown. There is no history of earlier changes nor any indication (such as nicknames) of the nature of the changes. Applicants tracking student data updates can most likely assume that recent changes did just that.
- The “Entity Last Modified By” field (Col. CM) can be misleading. In particular:
- Many changes attributed to “EPC System” appear to have been made by the applicants themselves, not by USAC.
- USAC-generated entity changes, made in bulk last November, are labeled “Commitment Batch Update.”
- Other changes are attributed to specific individuals identified by their email addresses. Many of these addresses are clearly associated with the applicants (or the applicants’ consultants). Others, with the email address suffix “gdit.com,” are employees of USAC’s Client Service Bureau contractor, General Dynamics Information Technology.