Web IEP Administrators and IMS Data
Entry Personnel Meeting Notes
12/02/08 11:00 A.M. – 12:00
P.M.
|
Review of Major Issues |
Access to
Students
Staff not
having Districts or Buildings Check Access Level (above) to
determine limiting source, i.e. Data Entry I is limited by IMS Departments Duplicate users with the same username (could be same person
with two IMS Staff Demographic records or two different persons. Result is the same. The person can login, but may see no
districts or buildings or the wrong districts and buildings. The duplicate may not necessarily be in the
same AEA. New students
required to be IC (Initial Consent) or OS (Out of State) when added. This is primarily because there are no existing IEPs in
the system. This problem will go away
once the IEPs are rolled over. The add
process looks for an existing service and/or an existing IEP to determine the
Placement Code options when a student is added. This has been a problem for the following
circumstances: ·
Dropouts returning to school ·
Students moving to another school and new teacher wanting to start an
IEP |
||||||||||||||||||
|
Bug Reports that are not Bugs |
Meeting
Excusal form not available. ·
In V4, when the box was checked, the ‘Agreement to Excuse’ form popped
up. ·
In V5, the form does not pop up, it becomes
available on the Additional Forms menu. ·
The “excusal” box must be checked near the bottom of the Meeting
Notice for the ‘Agreement to Excuse’ form to be available on the Additional
Forms menu. ·
If the student is eligible and there is a billable service on page F,
the bottom boxes will be green. ·
If the student is NOT eligible and there is a billable service on page
F, the bottom boxes will be black. Medicaid
Parent Authorization form not printable ·
Even if the student has a Medicaid number and is currently eligible, the
student must have a “Service with LRE Minutes” or “Service-no LRE Minutes”
coded on Page F with a Medicaid billable service code selected, i.e.
SS-speech, OT- occupational therapy. Can’t
print the EDW (Eligibility Determination Worksheet) ·
This form was not intended to be printed. ·
The EDW data prints on the IMS Data Summary report. ·
The grayed out choice on the Print Menu will be removed in the future. Can’t
upload an Associated File ·
Our upload process looks at the final four characters of the file name
to determine acceptability. ·
Valid file name extensions:
.xls, .doc, or .pdf ·
Some Mac Office users have the “Append file extension” unchecked in
the ‘Save’ properties. This makes a
file be named “Johns Speech Rubrics” instead of “Johns Speech Rubics.doc”. Delete
Permission ·
In V4, the “Web IEP: Delete” permission controlled only the ability to
delete an IEP. ·
In V5 it also controls the ability to delete goals and additional
forms. ·
When staff accidentally create an additional goal or a duplicate additional
form, they can’t clean up those accidental adds
without the delete permission. Locked
out of IEP ·
The page locking features of V5 are much like V4. ·
When a staff access an IEP page, for instance
Page G, a lock is put on so that the first person accessing the page has
“Write” access. ·
Others attempting to access while a lock is in place will be given
read only access. ·
When the person navigates from Page G to Page I, the Page G lock is
released and Page I is locked. ·
When a person “Logs Out” properly, all locks with their StaffID are released.
·
If a staff person exits or quits the browser without logging out, all
locks are left in place. ·
Every hour we run a process that releases locks that have been in
place for more than two hours. So a
lock could stay in place for nearly three hours. ·
It is important to log out properly. Printing
Graphs ·
There must be scores entered for a graph to print when “Print All IEP
Pages” is selected. ·
If there are no scores entered, the graph must be generated and
printed from the Graph Setup screen. |
||||||||||||||||||
|
Bugs We Can’t Completely Fix |
Educational
Evaluation Report (EER) There are multiple problems with the EER. Two of the common items mentioned that we
can’t fix are: ·
Not enough room to type in “Area of Concern: Data Source(s):”. The length of this field is determined in
the database. We have expanded it from
50 to 64. We can’t expand it beyond 64
characters. We are limited to that for
now. ·
There are 4 “Area of Concern:” groups.
This is hard coded and we cannot change this in V5. This means persons wanting 5 “Area of
Concern:” groupings are stuck as well as EERs only
using one and wasting paper for the remaining three. Timed out before two hour limit and loosing all the data
entered. ·
This has been reported numerous times, we have not been able to
duplicate this. ·
Suggested options: o
Option 1: This is the only
option which will allow the EER to be included in the archive files and
satisfy the Incomplete Data Report on Initial IEPs. §
Type the text in a word processor, possibly on the old EER template. §
Copy and paste onto the form. o
Option 2: Continue to use the
Word Template and attach the file to the IEP. |
||||||||||||||||||
|
Bug Report Process and Misuse |
The count
of bugs is 800 since November 1. ·
Many are duplicates. ·
Many have been reports of items that are not bugs. Once
submitted, the bug report goes into a “Bug Queue” which is accessible, by the
programmers. ·
Bug Queue is new in V5. ·
An email of the report is sent to the submitter’s AEA Web IEP
Administrator. ·
In V4 an email of the bug report was only sent to Kirby if it was
approved. Currently Kirby is getting
an email at the same time as the IEP Administrator. ·
Priority of fixes: o
Prior the release of V5, bugs were not addressed until they were
verified by the Web IEP Administrator and Kirby. o
In November just after the release of V5, the verified bug reports
received priority. o
And in addition to putting priority on verified bugs, the programmers
reviewed all reported bugs, verified and not yet verified. They did some quick fixes before they were
verified. o
This quick fix activity will end in the near future. ·
There is some misuse of the Bug Report to request Web Administrators
to assist a user with a specific problem that is not a Bug. There are about 150 of these. o
An example is bug #779. Here is
the explanation text from the report: “Please delete the two "Consent for Initial
Services" forms, as I added them by mistake.” o
Respond to these types of requests by instructing the user to only
report bugs with the Bug Report and to send any requests for help to you via
a standard email. |
||||||||||||||||||
|
Version 5 Rollout – Phase 2 |
We will
complete the rollout of V5 this coming weekend by copying Implemented
IEPs from V4 into V5. Here are some
important points to understand: ·
All IEPs currently in V4 will remain in V4. They aren’t being moved, but are being
copied. ·
Rollover will not occur until after 5:00 pm on Friday, December 5 ·
You have until 5:00 pm Friday to Implement V4 IEPs and guarantee their
consideration for rollover to V5. ·
The following IEPs will not be rolled over: o
IEPs with a Meeting Date prior to July 1, 2007 o
Final Exit IEPs o
Translation IEPs o
IEPs in the Recycle Bin o
IEPs with a status other than ‘IMP’ or ‘ARC’ ·
IEPs will be “aligned” in V5 by IMS Child ID. The child ID on the implemented V4 IEP
must be identical to the IMS Child ID for that student. This could be a potential problem for IEPs
of students showing up in the V4 Merge Student screen. It would be advisable to merge as many of
these duplicates as possible before 5:00 pm Friday. Please do so under the following
guidelines: o
Make sure the situation is a true duplicate. If there is any doubt, don’t merge. Unmerging is difficult and time consuming. o
Merge one student at a time.
After you copy the IMS Child ID
to the IEP Child ID and click on ‘Save’, PLEASE WAIT for the screen to
refresh and the merged student to disappear before moving on to the next
student. This can be a time consuming
process, depending on the internet speed and the load on the server. |
||||||||||||||||||
|
Add Student & Duplicate
Students in Version 5 |
For
existing students with services in IMS or IEPs existing in V5, the Add Student
process doesn’t add a student. It adds
ACCESS to the existing
students IEPs. If a
teacher adds a student access record to the Student List via the ‘Add
Student’ button, the teacher should immediately see existing IEPs. If they do not see IEPs, they should
immediately know something isn’t correct.
They may have spelled the name incorrectly or used the wrong first
name or nickname. To correct this, the
teacher to whom the student was added can delete the added access record or
they can just wait and let it expire. Part of
the add student process is to create an IMS like child ID for every new added
student. This ID is stored in the
student list file and must match the IMS Child ID for the IEPs to be attached
to the added access record. The problem
will occur if they begin a new IEP for a student who is in IMS and who’s IEPs
they should have access to, but do not.
This new IEP will have an incorrect child ID and this may create a
duplicate situation. There is no
way to merge these students at the current time. We will need to manually change the child
ID for the added student and any subsequent IEPs. |
Question: If we have a new student in the Academy, who
is assigned to a teacher there. We can’t
enter an IEP for that student.
Answer: This is a control we have in place in the
software intentionally. As soon as you
start a service for that student, the teacher can see that student. During the count season, there is a window
when IMS is locked down until the final count.
We are currently in that window.
Question: Won’t this happen every count period?
Answer: Yes, but once IEPs are in the system it will
allow you to add a student. We will be
copying Implemented IEPs from V4 to V5 this weekend. This should make the problem go away.
Question: In V5 a number of web administrators have
been changed to web managers. Why was
that?
Answer: That change was implemented to limit the data
that one individual can access.
Question: What will happen to IEPs that roll over?
Answer: Nothing will happen, if you need to have an
IEP changed and it is initial, let me know and I can make the change.
Question: If an IEP is not implemented before the roll
over this weekend, where will the teacher access it?
Answer: If an IEP is not implemented before the roll
over, it will not be copied into V5 data.
Be sure to implement all IEPs before the end of the day on Friday.
Question: Will amended IEPs roll over?
Answer: Only amended IEPs that are implemented will
roll over.
Question: We need the nightly process to run prior the
roll over, to include Friday’s INA to IMP.
Answer: We will execute that section of the nightly
process prior to rolling over the data.
Question: I have the initial consent, have started the
process and the student does not qualify.
Do I submit and finish the process?
And then all buttons turn green?
Answer: Yes, you should submit and finish the
process. If this does not turn all
buttons green, it may be a bug, let Kirby know.
Question: Goal is printing on page 1 and page 2. What can I do to correct that?
Answer: You can download FireFox
and use that. That will fix the problem
for now. In the future we will address
this issue.
Question: I am having problems with FireFox
and IMS (run by Internet Explorer) running together.
Answer: The problem is not FireFox
and Internet Explorer running at the same time.
A problem occurs when there are multiple IMS tasks running at the same
time. Internet Explorer can only track
one set of data at a time.
Solution: do not run more than
one IMS at a time.
Question: Will you let me know then the bug has been
handled?
Answer: Yes, after the bug is fixed Kirby will email
that it is fixed.
Question. Sometimes there is an answer to a submitted
bug, and it is emailed only to the teacher.
Should we add Kirby to the email?
Answer: Yes, add Kirby to the email.
·
Browser
version, if there is an un-supported browser bug, it is marked.
·
We
would like to see a unique reference number added to the Bug Queue.
·
What
about adding the Student ID to the Bug Queue?
·
There
were 155 new IEPs created after November 1st, when the add function
button was removed. We have determined
that this may have been a result of cached memory which allowed the add function
to execute the code and add the new IEP.
·
If
there is an auto stamp record duplicate on 2 records, they will not roll
over. We will have to correct this
manually.
·
The
reason why the student shows up on a list is either that he has a service or
has been manually added. When a student
moves from building to building, that is not a new record, just a new access.
·
If
you don’t see an IEP for a student after Monday there may be a name or date of
birth mismatch.
This is the
end of the meeting notes.