EDPlan: Phase 1 of the Idaho Optional Statewide Electronic IEP - - PowerPoint PPT Presentation

EDPlan: Phase 1 of the Idaho Optional Statewide Electronic IEP System

Preparing for Phase 1: Data Requirements Overview January 8, 2019

Introductions

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Dave O’Leary

Project Manager

Samantha Law

Special Education Policy Advisor

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Victoria Haverty

Implementation Lead

Agenda

Welcome to Idaho EDPlan! Phase 1 Activities Goal One: Memorandum Of Agreement Goal Two: Implementation Planning Goal Three: Data Set-Up Goal Four: Training Goal Five: Support Goal Six: ISEE Transition Year Reporting Next Steps Questions

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Introducing EDPlan to Idaho!

We are excited that you are joining us in Phase 1 of the Idaho EDPlan implementation!

• EDPlan is a comprehensive special education data management

solution used by thousands of school districts across the country to develop Individualized Education Programs (IEPs), manage special education compliance, and improve program outcomes

• Key Benefits Include:

 Intuitive, user-friendly features  Customized for Idaho  Transfer of data between Idaho EDPlan districts  Spanish translation capability  Ongoing investment in product by PCG and thousands of school districts nationally  Additional modules available beyond core IEP system

• Our goal today: Define the activities and schedule for the coming

months

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Phase 1 District Participation

Region 1

• Boundary County School District
• Coeur d'Alene Charter Academy
• Coeur d'Alene School District
• Forrest Bird Charter School
• Kellogg Joint School District
• Mullan School District
• Wallace School District
• Lakeland School District
• Post Falls School District

Region 2

• Culdesac School District
• Lewiston Independent School District
• Orofino Joint School District
• Palouse Prairie Charter School
• Potlatch School District
• Salmon River Joint School District

Region 3

• Basin School District
• Caldwell School District
• Compass Public Charter School
• COSSA
• Council School District
• Emmett School District
• Future Public Schools
• Idaho Department of Juvenile Corrections
• Idaho Technical Career Academy
• INSPIRE Academics Inc.
• Legacy Charter School
• Meadows Valley School District
• Melba Joint School District
• Sage International School
• Victory Charter School

Region 4

• Filer School District
• Glenns Ferry School District
• Gooding Joint School District
• Kimberly School District

Region 5

• Bear Lake School District
• Rockland School District

Region 6

• American Heritage Charter School
• Blackfoot Community Charter/Bingham Academy
• Blackfoot School District
• Fremont County Jt. School District
• Idaho Science and Technology Charter School

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EDPlan Phase 1 Implementation Goals

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Implementation Planning MOA Data Set‐Up Training Support ISEE Reporting

• Signed by

Districts no later than March 1st

• Scheduled

with PCG by January 18th

• Create

Initial files by January 22nd

• Final test

due by February 18th

• Week of

March 4th Trainings will be held regionally

• Ongoing

throughout implement ation and subsequent usage

• Drop In

WebEx sessions beginning January 18th

• Dedicated

ISEE Reporting scheduled in February

First Things First Goal One: Memorandum of Agreement

• Phase 1 participation will require a Memorandum of Agreement

(MOA) between the LEA and SDE, outlining the relationships between LEA, SDE, and PCG with respect to EDPlan

• The MOA is being finalized by SDE and will be sent to you via

email in the next two weeks

• SDE will schedule and hold a Webinar to walk participating

districts through the document

• The MOA will need to be executed by March 1st in support of the

Phase 1 launch

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Goal Two: District Implementation Planning Calls

• PCG will reach out to LEAs to develop a LEA-specific

implementation plan

• All calls will be held by January 18, 2019
• Best practice processes for data imports, training, and

support will be discussed along with any LEA specific circumstances related to district resources

• Plans for entering district user data will be established
• Import functions are available as well as manual

entry by the district project manager

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Goal Three: EDPlan Data Set-Up

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PROJECT GOALS: 1. LEA uploads initial data file with all current, core compliance dates and events. 2. LEA provides an ongoing nightly student enrollment data file update from the LEA’s Student Information System (SIS) to EDPlan. Benefits include:

• System users are able to access the compliance alerts

beginning day one of system use

• Data integrity maintained as duplicate data entry is reduced

and/or eliminated

• Student records readily available in EDPlan for referral

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Ongoing Data from LEA’s SIS Secure File Transfer Protocol (SFTP) EDPlan

Goal Three: EDPlan Data Set-Up (continued)

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Initial Data File Upload

• This file will be imported into your EDPlan site one time using

data from the district SIS system as well as the current IEP system (if applicable)

• File will include currently enrolled Special Education Students,

including:

• Initial Referral Date
• Initial Eligibility Date and Disability Category
• Initial IEP Date
• Current Eligibility Date and Disability Category
• Current IEP

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SIS Initial Student Data Load File EDPlan IEP System

Goal Three: EDPlan Data Set-Up (continued)

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Ongoing Nightly File Upload

• This file will be loaded into your EDPlan site nightly utilizing the

Secure File Transfer Protocol (SFTP) site provided by PCG

• All currently enrolled students (General Education and Special

Education Students)

• Student Personal Information
• Current School and Grade information

A Parent/Guardian demographic file can also be uploaded on a nightly basis and is recommended but not required

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SIS Nightly Student Enrollment Data File EDPlan

Goal Three: EDPlan Data Set-Up (continued)

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Data File Import Specification Sample

Goal Three: EDPlan Data Set-Up Alternatives

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The Idaho EDPlan project team realizes that each LEA may have different technical resources available to produce student data import files. Support will be available to assist LEAs based on individual needs as determined through the implementation planning calls LEAs concerned with meeting the EDPlan Data requirements have

• ther options, including:
• 1. Manually create a student file to load into EDPlan (instead of

automated script), and a) Manually load students file to SFTP b) Manually load students file to EDPlan

• 2. Create and load a student file from the SIS less often than

nightly

• 3. Manually enter student information into EDPlan (instead of

imports)

Goal Three: Data Set-Up Timeline

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Due By Task January 18th 2019 PCG to facilitate Implementation Planning Call with each LEA January 21st 2019 PCG to provide log in information to SFTP site to LEA IT Manager and EDPlan Project Manager January 22nd 2019 LEA to create first round of student import files for testing February 1st 2019 PCG will test the first round of student import files and send the LEA a list of any errors identified February 8th 2019 LEA will update the first round of student import files to address all errors identified by PCG during testing February 13th 2019 PCG will retest to confirm the errors have been corrected *This process will continue until file is 100% correct February 18th 2019 LEA will make final edits to the import files to account for recently completed IEPs and Evaluations

Goal Four: Phase 1 EDPlan Training

PROJECT GOAL: Phase 1 LEAs will transition all district Special Education staff to EDPlan during March 2019

• To support this transition, regional trainings will occur during the

first two weeks of March

• These trainings will be provided to the following user groups:
• LEA EDPlan System Administrators (1-2 Staff per district)
• These are the staff who will learn how to manage the LEAs

EDPlan site

• LEA EDPlan Trainers (1-2 staff per school building)
• These are the staff who will become experts on EDPlan and

support your systemwide user training

• Once users are trained, all new eligibilities and IEPs going

forward should be created in EDPlan

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Goal Four: Phase 1 EDPlan Training (continued)

• Trainings will occur within the North, Southwest, and East

Regions

• Regional training dates, times, and locations are being

finalized and will be communicated to all participating districts by the end of January

• Each training session is 4 hours long and includes both

lecture and hands on practice time

• All trainings will allow users to practice with their LEA

specific student data that will be imported with the initial student data file upload

• Administrator trainings will occur at a separate time than

End User training to allow Administrators to access both curricula if desired

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Goal Five: Phase 1 EDPlan Support Plan

The cornerstone of PCG’s success is customer support. As part

• f our commitment to the Idaho EDPlan success we have
• utlined a tiered support plan

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Tier One School Based End User Support Includes:

• Access to School Level Expert Trainer/User
• Access to District Level Administrator for programmatic specific

questions

• Access to all EDPlan training materials including both live and

recorded Webinar sessions as well as electronic user and support manuals Tier Two District Level Administrator Support Includes:

• Access to a dedicated PCG support person for systematic questions
• Access to all EDPlan training materials including both live and

recorded Webinar sessions as well as electronic user and support manuals

Goal Six: Support for ISEE Reporting During Transition Year

• During the first year of using EDPlan, there will be some historical

data required for ISEE that is not yet in EDPlan

• EDPlan will include an ISEE report that will pull system data to

allow LEAs to generate an ISEE special education file

• A tool will be created by PCG to help combine the LEA’s previous

ISEE submission and the EDPlan ISEE report

• This tool will only be used during the LEA’s transition year as it

will not be needed once all current IEPs have been created in EDPlan

• SDE and PCG are currently finalizing the EDPlan ISEE report and

the ISEE reporting process to be used during transition

• A webinar reviewing the details of the EDPlan ISEE reporting

process will be scheduled in February

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Next Steps

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MOA

 MOA will be sent to LEAs by SDE within the next two weeks  Must be executed by March 1st

Implementation Planning

 LEAs will receive a call from PCG by January 18 where an LEA- specific implementation plan will be developed, addressing topics such as data, training needs, etc.  LEAs should begin to identify staff who will attend EDPlan System Administrator and User trainings and discuss how many staff will attend regional training and how many users total will need to be trained districtwide

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Next Steps (continued)

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Data Files

 EDPlan Project Management contact listed on your application will receive an email from PCG with the Data File Specifications to coordinate the transfer of files  LEAs to create Initial and Ongoing Data files based on import specifications  EDPlan Project Management contact listed on your application will receive an email from PCG with information about future webinars for any Data File questions

Sending Data Files to PCG

 SFTP  PCG will send email with information about SFTP  Used when sending files to the live site

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Next Steps (continued)

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Training and Support

 LEA to identify who will be the EDPlan Administrator(s) that will attend the training event within their region  This user will also become the Tier Two support representative  LEA to identify the school based user(s) that will attend the training event within their region  This user will also become the Tier One support representative and the school based trainer

ISEE Reporting

 A webinar dedicated to ISEE reporting in EDPlan will be scheduled in February

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Implementation Support

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Drop-in Webinars for Data file questions

 SDE will send an email with specific webinar links  January 18th 2:00 – 3:00 pm MT  January 22nd 2:00 – 3:00 pm MT  February 4th 2:00 – 3:00 pm MT  February 8th 2:00 – 3:00 pm MT  February 11th 2:00 – 3:00 pm MT

Support

 Email: idahoedplan@pcgus.com  Phone: TBD – will send in email update when confirmed

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Questions & Answers

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