IMS Data Entry Personnel and Technicians Notes – 8/28/07 10:00 A.M. – 11:50 A.M.
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Agenda |
1. Introductions 2.
On Behalf of
the 3.
Plan/Review
Screen 4.
5.
Early Childhood
Type of Program 6.
Consent and
Eligibility 7.
Changes to IEP
Results 8.
Networking and
Sharing – suspended this month.
Preview of Future Business 1.
Next
meeting: Announcements 1.
Use of EC
Setting Codes, IT Codes and LRE 2.
Uniform Data
Entry Procedures 3.
Nightly 4.
Count Documents 5.
In Appreciation 6.
IMS Manual 7.
Hot Keys 8.
Delay on ICN 9.
End of Year
Survey Results
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Introductions |
The sites checked in. |
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On Behalf of the
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Mary Ellen Becker commented on
behalf of the
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Plan/Review Screen |
Michelle led a training
session on the Plan/Review Screen which included: ·
Reviewing the
Uniform Data Entry Procedures, Uniform
Data Entry Procedures: Plan ·
How to use the
modified Plan screen, Plan/Review
presentation screens ·
Outputs:
Reports currently on the web have been modified to use the new Reevaluation
is due date rather than CEE. Note:
AEAs which wish to have FoxPro reports modified will need to submit a request
to have those reports converted to the web. Question: Is the Special Considerations data optional
per AEA choice? Answer: This issue will be reviewed and a statewide
decision will be made and communicated to the data entry personnel. Question: Regarding changes on the IMS summary sheet,
how will a change of service coordinator for IFSP be documented? Answer: The answer will be researched and
communicated to the data entry personnel. Question: Will the Revaluation-is-due for the CEER
code, automatically populate? This is
not working this morning. Answer: It should populate. The programmers will look into this and
correct any problem. Post Meeting Note: The criteria which was used to populate the
“Reevaluation is due” date on the Plan screen is: o
The student has
a Plan with a Duration To or Duration From date in the 2006-2007 school year. o
The Review
screen has a Type of “CEER”. Question: Will the population of the reevaluation
date only be one year? What about the
other two years for those students with a three year revaluation? Answer: CPC will communicate detailed information
on this issue. Post
Meeting Note: The CPC staff called the
person who asked this question and the person’s question has been addressed. Question: For the District-Wide assessment field, if
both Alternate Assessment and Accommodation are indicated on an IEP, does the
system handle two codes? Answer: Only one code is entered. In the case mentioned, an A would be
entered. Refer to page 2 in the
Uniform Data Entry Procedure for a summary of how to enter district-wide
assessment codes. Question: Do we have to enter the Duration of Plan To
date as well as the Duration of Plan From? Answer: Yes, enter both dates. The Duration of Plan
To does not calculate automatically, based on the Duration of Plan >From
date. |
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Training was given on the ·
How to enter
data into the Resident
Building field ·
Reviewing the
procedures, Uniform Data Entry
Procedures: Host District. ·
CPC will be
developing a data verification report which will identify the students who do
not have a resident building. Only the
current year will be verified. Question: Will we need to enter resident building for
every record, or will this auto populate? Answer: There is not enough information available
for auto population. Post
Meeting Note: When a new services
record is added for a student, the Question: Could we just enter resident building for
records for this year? Answer: Yes, just enter the Question: What building number would you use, if you
have and out-of-state child? Answer: This question was submitted to
Ask-the-Bureau (http://www.aeaims.k12.ia.us/help.htm). If your question is not answered by the
Bureau’s response, please submit a question of your own to the Bureau. Question: Would it be possible for the resident
building to be defaulted from the domicile building? Answer: The application doesn’t work that way. But, remember that you have all year to enter this data. Any data prior to this year is not involved. Question: Will there be requirements regarding the
resident building issue at count time this year? Answer: No, not for this year. |
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Early Childhood Type of
Program |
Training was conducted on
Early Childhood Type of Program including: ·
How to enter
data into the EC
Type of Program ·
Review of the Uniform
Data Entry Procedures, Uniform
Data Entry Procedures: Early Childhood
Type of Program . ·
Review of the
data verification (web) report. ·
Suggestions on
how to obtain the data you need. Question: AEA 267 did not get a list of provider
numbers. Answer: No data was sent in by AEA 267. Obtain these numbers within your own
AEA. All other AEAs also continue to
work on provider numbers within your own AEA. Question: If a pre-school is located in an elementary
building, will it have an EC Type of Program of its own? Answer: The Bureau will decide that and communicate
it to everyone. Question: If a teacher provides services in her base
pre-school and also provides some services in an off-site pre-school, which
number do you use for the off-site services?
The pre-school she is based out of or the off-site pre-school? Answer: Use the number of the off-site pre
school. The EC Type of Program is not
teacher based. Question: Will each pre-school and headstart have
their own EC Program Type and provider number, if applicable? Answer: The Bureau will decide that and communicate
it to everyone. Question: If an AEA needs to get a new building
number, will they get it from Abbie? Answer: The Bureau will
decide that and communicate it to everyone.
Post Meeting Notes: o
Enter as much
EC Type of program information as you can until further information is
provided by the Bureau. o
Mary Schertz
provided the information regarding the DHS licensing agents’ contact
information. These DHS personnel have
access to the DHS provider number for the programs which need numbers. To access the names of the DHS licensing
agents, refer to this map. In
regard to the map, the state is divided into “areas”. “Areas” do not follow AEA boundaries. Some “areas” contain 3 counties while other
“areas” have up to 18 counties. Look
for the dark lines depicting the boundaries for the “areas”. The names of the DHS licensing agents are
listed around the perimeter of the map.
That agent is assigned to the entire “area”, not just the county to
where the arrow points. Note: Due to the detail on this map, the “area”
boundaries may be more visible when printed. |
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Consent and Eligibility |
Training was conducted on
Consent and Eligibility including: ·
How to enter
data into the Consent and Eligibility screen, Consent
and Eligibility presentation screens. ·
Review of the
Uniform Data Entry Procedures, Uniform
Data Entry Procedures: Consent and
Eligibility Determination ·
Review of the
data verification (web) report. ·
Suggestions on
how to obtain the data you need. Note: More detailed information
about the data entry of Part C data may be found in the agenda and meeting
notes of the Question: The table: No IEP by 3rd
Birthday Reason does not come up as described. Answer: CPC will look into this issue. Post Meeting Note: This has been fixed. Question: Currently we enter the Evaluation CEER, even
when the child does not qualify. Do we
need to enter this in the future, if so, where? Answer: Rather than entering these data in the
Review screen, you will now enter those data only on the Consent and
Eligibility screen. Question: The IFSP meeting form being used in this
meeting is noted as “Draft 2/22/07”.
Is there a more recent version available? Answer: Whatever form you have and are currently
using is still in effect. No new form
that has been released. Question: Is the Medicaid consent being defaulted for
the most current plan? We are not
seeing that it is happening. Answer: Abbie will look at this. Question: I thought the Medicaid Consent Authorized
field was not to be defaulted, nor the date. Answer: The new plan screen will default those data
from the most recent plan. Question: Access to the new Consent and Eligibility
screen has been defaulted to Read-Only.
Do we need to change each user? Answer: Yes, the AEA’s IMS system administrator
will need to modify this for each person who will access this screen. Note: For Technical Assistance Re:
Data or Definition Ask
the Bureau: IMS Website, Click on
Manual/Help/FAQ, and then select “Ask the Bureau” Re:
IMS Application ·
Plan/Review:
Abbie, 800-798-9771, Ext. 6413 ·
Res. Bldg: Ben,
800-798-9771, Ext. 6419 ·
EC Type of Pgm:
·
Consent and
Eligibility: |
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Changes to IEP Results |
Michelle shared changes to Uniform
Data Entry Procedures: IEP Goal Codes. · IEP Results will no longer be entered but IEP goal codes will be. · This decision by the directors will be reviewed. Question: We are still getting IEP results from last
spring. Should we enter those results? Answer: No, you don’t need to enter these. Question: Does the IEP data summary sheet still have
goal codes for “07-08”? Answer: Yes,
the goal codes that are listed on the data summary sheet are the current goal
codes, not the previous ones. Question: Is Page C for past year only? Answer: Yes, Page C is for past year only. Do not use Page C to enter the goal codes
for the current year. Question: What do we use as end date? Answer: Use the “Duration
To:” which is on the IEP. Question: I have corrected items on the data
verification report. It does not seem
like the item is going off the report. Answer: Send the details to CPC and we’ll review what
is occurring within the report. Post meeting note: · ECO (Early Childhood Outcomes) will continue to be
entered. As before, they will be entered on the Results screen.
Nothing related to ECO has changed! |
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Networking and Sharing |
Suspended for this month.
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End of notes. |
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